An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11324
Effective Date
Record Series Abstract
Record Series includes all applications for program participation received, along with any supporting documentation, as well as all participant files after program participation is approved. Records may also include, but are not limited to, Notice of Change, Notice of Name Change, Requests for Disclosure, General Correspondence, Requests for Withdrawals.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Retention period will begin 90 days following the date of application if the application is denied, or the date on which the participant ceases to be a program participant.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be received and stored in both paper and electronic format, as applicable. Maintain in agency five (5) years, then destroy.
Worksheet
Record Location
WR Snodgrass Tower 312 Rosa L. Parks Ave. 8th Floor Nashville, TN 37243
File Arrangement
Alphabetic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
Less than 1 cu. ft.; less than 1 gb
Current Volume
0
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
Public Chapter 1004. (T.C.A. 40-38-601 et. seq.)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
Public Chapter 1004. (T.C.A. 40-38-601 et. seq.)
Electronic Records Plan Inventory
System Name
IE1819008WN001
Hardware Description
HP SAN/NAS, HP DL Servers (Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server)
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server (Software name, file types, and description will vary according to individual RDA)
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
02-12-2019
No recommended changes.
Tennessee State Library and Archives
02-12-2019
No recommended changes.
Comptroller Audit Review
02-11-2019
We have reviewed RDA 11324 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-22-2019
No recommended changes.
RMD Director
03-25-2019
RDA 11324 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11324.
Public Records Commission
05-22-2019
PRC approves RDA 11324