An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11165
Effective Date
Record Series Abstract
Inspection records include inspection reports, payroll records, starting notices, completion notices, wage determination forms, prime contractors letters, preconstruction information/meeting forms, subcontractor reporting list and other program forms. Paper and electronic documents are maintained in the Central Office. The purpose of the inspection records is to track pertinent information such as the date of inspection, location visited, and the reason for the inspection. Records will be destroyed by state approved methods.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When the state funded project is complete.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The paper records are submitted to the Central Office by subcontractors, general contractors and state inspectors. The records are scanned and maintained in an approved computer operating system. The cut-off is triggered when the state funded project is complete. Records will be destroyed by state approved methods.
Worksheet
Record Location
Nashville Central Office and Other State Offices
File Arrangement
Alpha and Numeric
Date Range
to
Allotment Code
337.06
Annual Accumulation
1.8 cu. ft. (0.75 gb.)
Current Volume
5 cu. ft. (0.21 gb.)
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
WRC Division - Labor Standards Unit 220 French Landing Drive, 2B Nashville, TN 37243 and other state offices
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
Tenn. Code Ann. Section 10-7-503
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
Tenn. Code Ann. Section 12-4-411
Electronic Records Plan Inventory
System Name
SmartSearch
Hardware Description
The SmartSearch application resides in the VMWare shared environment at STS\'s Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
Software Description
The SmartSearch application resides in the VMware shared environment at STS\'s Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
System Location
STS Data Center South, Smyrna, TN
Backup Procedures
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery
The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description
The SmartSearch data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by a DBA and the SmartSearch System Administrator.
RDA Comments
Records Management Division (RMD)
05-05-2016
No recommended changes.
Tennessee State Library and Archives
05-05-2016
TSLA concurs.
Comptroller Audit Review
05-05-2016
We have reviewed RDA 11165 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-09-2016
Thank You
RMD Director
05-18-2016
RDA 11165 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create new RDA 11165.
Public Records Commission
06-22-2016
PRC approves RDA 11165