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Mine Foreman, Miner, and Contractor Certification Records

RDA Number
Effective Date
Record Series Abstract
Record series includes but is not limited to, The Certificate of Competency, Affidavit with Personal Data Sheet, the Mine Foreman Pocket. the Certification Card for Miners/Contractors, Sign - In Sheet consists of type of training, length of training, start and end time, date of training, location of training, person attending training, printed name, signature and company name, Request for Mine Safety Training Class form, Mine Foreman Certification Log book, and Examination for Mine Foreman.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are generated and stored in both paper and electronic format with TN dept. of Labor and Workforce Development, in the Mine Safety Unit. Records may be transferred to the State Records Center as administratively needed during the course of retention period. Five years after cut off, agency copies of mine Foreman Certifications will be destroyed by State approved methods. A log book of certified persons along with all the information needed to link the person to the certification number will be maintained permanently by the agency.
Record Location
The physical address for the Mine Safety Unit is 117 Mine Lane, Jacksboro, TN 37757 and the mailing address for the Mine Safety Unit is P.O. Box 124 Caryville, TN 37714
File Arrangement
Media Format Generated
Date Range
1940 - CURRENT
Allotment Code
Annual Accumulation
.2 CU FT, 10 MB
Current Volume
9 CU FT, 250 MB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
System Name
Hardware Description
Electronic content software is running on a Windows Server 2012 R2 server virtual guest on VMWare. The VMWare server is connected via fiber optic cable to a storage area network where all data resides. The virtual server and SAN storage are replicated for business continuity in the event of a disaster or outage.
Software Description
SmartSearch by Square-9 v
System Location
Data Center South
Backup Procedures
The Office for Information Resources uses Symantec's Enterprise Netbackup Server version 7.5 currently to backup systems. The latest and last update to version 7.5 is release update 7 (version All core operating systems, applications, databases and data are backed up unless otherwise instructed by the System Administrator. All servers unless requested otherwise, receive a backup directive in Netbackup termed 'All local disks' which backs up all local drives except for those that use removable media. The following drives are not backed up: floppy disks, CD-ROMs, and any drives that are located on remote systems but mounted on a system through the network. All files are selected to be backed up on the servers, however in certain cases some files cannot be (such as files that are in use by users, open and active databases, etc). If the server is Windows based, we have the ability to enable an open file backup option for the server. This functionality uses Microsoft's Volume Shadow Copy Service (VSS) to create a disk volume snapshot to backup open files. The open file agent works well for office files such as spreadsheets and documents, but still cannot completely backup items such as active databases. If the OIR hosted server is a database server, please make sure you are backing up your databases to flat files which can be picked up easily by Symantec Netbackup. The standard OIR backup policy schedule instructs all servers to run incremental backups daily. This incremental backup is smaller in size and backs up all files that have changed since the previous night's backup. On the last Friday of the month, all servers perform a Full system backup. This full backup backs up all files on the server regardless of when the files were last modified or previously backed up. The timeframe for both daily and monthly backup jobs occurs no earlier than 6:00pm daily. The daily incremental backup policy is followed every day (Monday through Sunday) until the last weekend of the month. During the last Friday of every month - a full backup is done which we refer to as the 'Monthly backup'. This monthly (full) backup is a normal full system backup that is kept offsite on tape for seven (7) years at Iron Mountain. Incremental backups are only kept for a period of 30 days since most restores usually occur from that time period. Since all backups within 30 days are kept onsite on faster disk storage, restores can be completed very quickly. If a restore is needed from 3 weeks ago, the data is from that particular day and the data is onsite at the datacenter. If a restore is requested from 3 months ago, we will recall that server's monthly backup tape and the data will be from the last full (Friday) from that particular month.
Disaster Recovery
For disaster recovery purposes, both daily incremental and weekly full backup images stored locally on fast disk storage systems for 30 days are replicated to the alternate datacenter. So, when a backup occurs overnight to a server at the north datacenter - that same backup image is replicated to the fast disk storage units at datacenter south (and vise versa).
Data Migration Description
These electronic records will remain on the state network in the SANS shared environment until which time the software would be replaced. At that time, a conversion plan would be outlined and the records would be migrated to a new system prior to the sunset of the existing system.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2217 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs.
RMD Director
RDA 2217 is a request to revise an RDA. The retention period will change from five years and destroy to permanent. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2217.
Public Records Commission
PRC approves RDA 2217.