An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11060
Effective Date
Record Series Abstract
Records include but not limited to; Records Officer Appointment/ Termination Form, Web Application Access Form and Richards & Richards Security List, related correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Fiscal Year of when policy/procedure is superseded/replaced or separation of employee, whichever occurs first.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be kept in agency in Paper/ Electronic format prior to 2018 records were kept in paper format, stored at State Records Center. Currently records are kept in electronic format in agency for 5 years after retention period records will be destroyed by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave.
File Arrangement
Chronologically and Alphabetically
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
2013 to Current
Agency
Allotment Code
30513
Annual Accumulation
2 gb
Current Volume
4 cu ft., 3 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Essential Record
No
Confidential
No
Media Recommendation Other
Current Format
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
15 years
Electronic Records Plan Inventory
System Name
IE1819008WN001
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
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)
08-16-2018
No recommended changes.
Tennessee State Library and Archives
08-16-2018
No recommended changes.
Comptroller Audit Review
08-17-2018
We have reviewed RDA 1769 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-22-2018
No recommended changes.
RMD Director
08-28-2018
RDA 1769 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1769.
Public Records Commission
10-30-2018
PRC approves RDA 1769.