An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2200
Effective Date
Record Series Abstract
CORRESPONDENCE AND DOCUMENTATION RELATING TO VIOLATIONS AND ACTION TAKEN AGAINST A FACILITY INCLUDING PICTURES, INSPECTION REPORTS, OR RELEVANT DATA. ENFORCEMENT ACTIONS MAY RESULT IN SETTLEMENTS, CIVIL PENALITIES and CN-1289.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
THE FILES ARE TO BE CUT OFF AT THE END OF EACH FISCAL YEAR, MAINTAINED IN AGENCY 5 YEARS, THEN SCANNED ONTO SERVER. DESTROY PAPER RECORDS AFTER VERIFICATION. PREVIOUSLY MICROFILMED RECORDS WILL BE STORED PERMANENTLY. ELECTRONIC RECORDS WILL BE MAINTAINED IN AGENCY PERMANENTLY.
Worksheet
Record Location
14th Floor TN Tower
File Arrangement
Alphabetical
Media Format Generated
Paper
Media Format Stored
Electronic
Film
Date Range
to
Allotment Code
327.35
Annual Accumulation
5 cubic feet, 1 GB
Current Volume
25 cubic feet, 6 rolls of microfilm, 2GB
Record Value
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
permanent
Retention Legal Citation
HAZARDOUS WASTE MANAGEMENT RULE 0400-12-01.09
Electronic Records Plan Inventory
System Name
Enterprise FileNet
Hardware Description
Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description
FileNet P8 5.2
System Location
Data Center South Primary-Data Center North Secondary
Backup Procedures
Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain.
Disaster Recovery
FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description
Real time replication
RDA Comments
Records Management Division (RMD)
09-05-2019
No recommended changes.
Tennessee State Library and Archives
09-23-2019
No recommended changes.
Comptroller Audit Review
09-05-2019
We have reviewed RDA 2200 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-24-2019
Thank you.
RMD Director
10-02-2019
RDA 2200 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic/film. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 2200.
Public Records Commission
11-12-2019
PRC approves RDA 2200.