An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11368
Effective Date
Record Series Abstract
Official record copy and development of TDOC policies, procedures and official forms, with the exception of reviewer's comments, maintained by the Agency for reference purposes.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Approval of Internal Policy and Procedure, forms and form revisions.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records will be maintained permanently in Agency after cut off.
Worksheet
Record Location
Central Office- 320 6th Avenue North, Nashville, TN 37243
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1980 to Present
Agency
Allotment Code
32901
Annual Accumulation
2 cu. ft, 5MB
Current Volume
72 cu ft. 75MB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Central Office
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
permanent
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
TDOC Policies
Hardware Description
WINDOWS VIRTUAL SERVER PROVIDED BY STS
Software Description
WINDOWS SERVER 2012 R2
System Location
STS SOUTH DATA CENTER
Backup Procedures
Data on server is backed up nightly, Filelevel and VMDK backups are backed up locally and replicated to the other datacenter for 30days
Disaster Recovery
Once a week agency does VMDK backup. BI01SDCWF00001 gets its VMDK backup on Sunday morning at 7pm. If agency needs the complete server restored due to a server failure or software failure, agency can restore the server from the VMDK backup back to how the server was on the following Sunday
Data Migration Description
The records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current application and the new application. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one application to another, to ensure the value of the data is not lost in the process.
RDA Comments
Records Management Division (RMD)
09-01-2022
No recommended changes.
Tennessee State Library and Archives
08-31-2022
No recommended changes.
Comptroller Audit Review
09-08-2022
We have reviewed RDA 11368 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2022
No recommended changes.
RMD Director
09-16-2022
RDA 11368 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11368.
Public Records Commission
10-05-2022
PRC approves RDA 11368.