An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11325
Effective Date
Record Series Abstract
Records series contains applications received from advocates and victims services providers who wish to be trained and listed on the program website as a Certified Application Assistant for the Safe At Home program. Files will typically only include the initial application, but may also include requests to update information and/or withdraw from participation as a Certified Application Assistant.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Records cut off will be at the end of the calendar year after a Certified Application Assistant notifies the Program that they will no longer be acting in this role, or if the Program is made aware that the Certified Application Assistant no longer qualifies to serve in the position.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are submitted in paper and digital format. Any records in paper format will be converted to digital format. Records will be maintained for five years after the Program is made aware that the Certified Application Assistant no longer qualifies to serve in the position. (No longer employed at applicable service provider). After retention ends, records will be destroyed by state-approved methods.
Worksheet
Record Location
W.R Snodgrass Tower 312 Rosa L. Parks Ave 8th Floor Nashville, TN 37243
File Arrangement
Alpha-Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Other
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Other
Date Range
03/2019 to current
Agency
Allotment Code
30501
Annual Accumulation
Less than 1 cu. ft.; less than 1 gb
Current Volume
Less than 1 cu. ft.; less than 1 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
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 variy 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)
06-15-2023
No recommended changes.
Tennessee State Library and Archives
06-14-2023
No recommended changes.
Comptroller Audit Review
06-15-2023
We have reviewed RDA 11325 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-14-2023
Thank you.
RMD Director
07-20-2023
RDA 11325 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11325.
Public Records Commission
09-28-2023
PRC approves RDA 11325.