An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2971
Effective Date
Record Series Abstract
RECORDS INCLUDE ORIGINAL APPLICATION 1091 OR US ARMY CORPS APPLICATION WITH SUPPORTING PLANS, NARRATIVES, CORRESPONDENCE, NOTES AND COPIES OF AUTHORIZATIONS ISSUED AND POSSIBLY MONITORING REPORTS OR COMPLIANCE DOCUMENTATION.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Permit expiration/application termination,or withdrawal.
Total Retention Years
20
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records and data generated from permits and water quality assessments will be maintained in electronic format for 20 years after cut off. Paper records can be converted to electronic format and shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. Paper records will be destroyed after the electronic content has been verified for completeness, accuracy, and usability.
Worksheet
Record Location
TN Tower 312 Rosa Parks Ave. 11th floor, Nashville
File Arrangement
numerical
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
2007 to Current
Allotment Code
327.34
Annual Accumulation
6 cu ft; 20 gigabytes
Current Volume
75 cubic feet; 250 gigabytes
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
U.S. Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20 years
Electronic Records Plan Inventory
System Name
Enterprise FileNet, Microsoft SharePoint, Network Access Storage (NAS) Drive, Edison, or other Strategic Technology Solutions (STS) approved storage system.
Hardware Description
If stored on the State’s Edison System the hardware is maintained by STS/Edison team at their data center. If not on Edison, all hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. If not on Edison, all software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location
If stored on the State's Edison System it is maintained by STS/Edison team at their data center. If not on Edison, Agency Records Officer shall document the system location.
Backup Procedures
If stored on the State's Edison System the backup procedures are developed by STS/Edison team. If not on Edison, Backup procedures shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
If stored on the State's Edison System the disaster recovery plan is created and executed by STS/Edison team. If not on Edison, the Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
If stored on the State's Edison System the data migration plan is executed by the STS/Edison team. If not on Edison, the Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
03-14-2024
No recommended changes.
Tennessee State Library and Archives
03-20-2024
No recommended changes.
Comptroller Audit Review
03-20-2024
We have reviewed RDA 2971 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-21-2024
No additional agency comment.
RMD Director
03-26-2024
RDA 2971 is a request to revise an RDA. The retention period will remain twenty years and then destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 2971.
Public Records Commission
04-24-2024
PRC approves RDA 2971