An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11340
Effective Date
Record Series Abstract
Records document development and modification of the pretreatment program. Records include but are not limited to: pretreatment program development documentation, program modification documentation, and correspondence related to program development and modification.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Full inactivation of program
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in both paper and electronic format. New and currently existing paper records will be scanned for electronic storage. After verification of scans, paper records will be destroyed. Files are to be cut off upon full inactivation of the program. Electronic records will be stored in Waterlog database. Records will be maintained in agency for 10 years after inactivation, and then destroyed by state-approved methods.
Worksheet
Record Location
11th Floor William R. Snodgrass TN Tower 312 Rosa L. Parks Avenue
File Arrangement
Indexing is alphabetical by Control Authority name
Media Format Stored
Electronic
Date Range
to
Allotment Code
327.34
Annual Accumulation
6 cu ft; 2 GB
Current Volume
63 cu ft; 2 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Electronic Records Plan Inventory
System Name
Oracle Database - Waterlog
Hardware Description
Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 terrabytes of space. STS Fiber SAN managed by STS. This is the STS mandated storage medium and backed up through Enterprise Backups.
Software Description
Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System). Oracle Exports and Hot online backups are used to backup the data SAN storage from where it is backed up to the Enterprise backups. Expected to use .doc, .docs, .xls, .xlx, .pdf, and .tif file formats.
System Location
STS Data Center South
Backup Procedures
NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored offsite for 7 years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to 7 years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files is done on weekends.
Disaster Recovery
Recovery Procedure: Helpdesk tickets to STS as Priority 1 can restore file(s) in 2 hours' time if restoring to a point within the past 31 days. If later (as tapes must come from offsite), expected Priority 1 recovery time is 5 hours. Major Disaster Recovery: STS has a written policy on how to handle major disaster recovery. In summary: order new hardware if required. Receive, configure and verify setup and connectability. Install required software to restore from image files and/or tapes. Inventory media and image files, restore.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
RDA Comments
Records Management Division (RMD)
03-21-2019
No recommended changes.
Tennessee State Library and Archives
03-21-2019
No recommended changes.
Comptroller Audit Review
03-25-2019
We have reviewed RDA ID 2493 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2019
Thank you.
RMD Director
04-23-2019
RDA 11340 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11340.
Public Records Commission
05-22-2019
PRC approves RDA 11340