An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1122
Effective Date
Record Series Abstract
Records include but not limited to, filings related to cases assigned to a specific docket number, including, but not limited to notice of all proceeding; pre-hearing orders; motions; briefs, petitions; requests; intermediate rulings; evidence received or considered; etc.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The files are to be cut off at the end of each calendar year. Records are digitized and verified upon receipt. Records received as paper are scanned into digital format within 1 week of receipt. Upon verification of images, the paper records are then destroyed by secure shredding. Electronic Records are maintained permanently in the TPUC Docket Management System Database.
Worksheet
Record Location
500 Deaderick Street, 4th Floor, Nashville, Tennessee 37243
File Arrangement
Docket Number
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
2013 to current
Allotment Code
316.11
Annual Accumulation
102MB
Current Volume
1.20GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
On site at the Tennessee Public Utility Commission, Andrew Jackson Building, 500 Deaderick Street, 4th Floor, Nashville, Tennessee 37243
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
N/A
Retention Legal Citation
No
Electronic Records Plan Inventory
System Name
TPUC Docket Management System
Hardware Description
Records are stored on a HP ProLiant ML370 G5 server utilizing RAID 5 storage. Access is through XP or Windows 7.0 workstations.
Software Description
Adobe Acrobat XI is used to produce the record. File is stored on a Windows 2003 file server, NTFS system. Files are indexed in an Access 2010 database an retrieved via HTML.
System Location
Tennessee Public Utility Commission, Andrew Jackson Building, 500 Deaderick Street, 4th Floor, Nashville, Tennessee 37243
Backup Procedures
Records are backed up using the GFS tape rotation scheme. Tape drive is a HP LTO III drive. Records are backed up daily. Tapes are stored on site with at least one daily, one weekly, and all monthly stored off site.
Disaster Recovery
Either the on site or off site tape would be recovered and the records restored to the site tape would be recovered file server or a new file server.
Data Migration Description
Records are scanned using industry standard Adobe Acrobat. The Commission will continue to upgrade Adobe as new versions emerge. PDFs can be converted to other formats if necessary. Documents are stored locally but could be migrated to any storage location/medium if required. Indexing databases are maintained in MS Access but will be migrated to SQL Lite if necessary.
RDA Comments
Records Management Division (RMD)
04-18-2019
No recommended changes.
Tennessee State Library and Archives
04-18-2019
No recommended changes.
Comptroller Audit Review
04-18-2019
We have reviewed RDA 1122 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-23-2019
"Agency Concurs"
RMD Director
04-25-2019
RDA 1122 is a request to revise an RDA. The retention period will change from six years and destroy to permanent. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1122.
Public Records Commission
05-22-2019
PRC approves RDA 1122.