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Voter Turnout Reports and Supporting Documentation

RDA Number
Effective Date
Record Series Abstract
Records series includes the Statistical Analysis of Voter Turnout Report for each election and the supporting Certificate of Early and Absentee Voting submitted by each county.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Certificate of Early and Absentee Voting is received in paper format and data is compiled into the Statistical Analysis of Voter Turnout Report created for each election. Statistical Analysis Report is created in paper and electronic formats. Paper records will be maintained in Agency for 6 months (while compilation process is completed) and then will be transferred to TSLA for permanent retention. An electronic copy of the completed Statistical Analysis of Voter Turnout Report may be maintained in Agency for agency use and public viewing as determined by the Coordinator of Elections and/or the Secretary of State.
Record Location
Department of State Division of Elections 7th Floor, WR Snodgrass Tower Nashville, TN
File Arrangement
Alphabetically by County
Date Range
Allotment Code
Annual Accumulation
2.5 cu. ft.
Current Volume
23 cu. ft.
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
6 months (while compilation process is completed)
Records Center Retention Period
System Name
Departmental File Server
Hardware Description
Departmental Storage Array; HP SAN/NAS, HP DL Servers
Software Description
Windows File Server; Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
Division of Elections -- 312 Rosa L. Parks Ave., 7th Floor.
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
Departmental Storage Backup and Recovery Solution; In the event of a primary server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers.
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.
Records Management Division (RMD)
Agency provided audit requirements. No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11364 from an audit standpoint. Please set the audit requirements to "State".
Agency Records Officer
No recommended changes.
RMD Director
RDA 11364 is a request to create an RDA. The retention period will be six months and permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11364.
Public Records Commission
PRC approves RDA 11364.