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 will be scanned for electronic storage. Papers will be destroyed after verification of electronic records. All electronic records will be maintained in Water Log.
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
Oracle Database- Water Log
Hardware Description
Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 TerraBytes of space. OIR 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) Expected to use PDF and TIFF file formats. Oracle Exports and Hot online backups are used to backupthe data SAN storage from where it is backed up to the Enterprise backups. Expected to use DOC, DOCX, XLS, XLX, PDF, and TIFF 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 off-site for seven 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 seven years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files are 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 off-site) expected Priority 1 recovery time is 5 hours. Major Disaster Recovery: OIR has a written policy on how to handle major disaster recovery. In summary: Order new hardware if required. Receive, configure and verify setup and connect ability. Install required software to restore from image files and/or tapes. Inventory media and image files, restore.
Data Migration Description
Select users in each agency, along with(temporarily)General Services personnel, have the ability to scan and write documents to the NAS. Managed by Active Directory Groups.
RDA Comments
Records Management Division (RMD)
02-28-2019
No recommended changes.
Tennessee State Library and Archives
02-28-2019
No recommended changes.
Comptroller Audit Review
03-04-2019
We have reviewed RDA 2971 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-05-2019
Thank you.
RMD Director
03-27-2019
RDA 2971 is a request to revise an RDA. The retention period will change from five years and destroy to twenty years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 2971.
Public Records Commission
05-22-2019
PRC approves RDA 2971.