An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11378
Effective Date
Record Series Abstract
Record Series governs information systems submitted by all state agencies in accordance with Information Systems Council Policy 7. This record series includes but is not limited to all agency request for Information Technology Resources and Services and records related to Strategic Technology Solutions (STS) administration of the planning and review process related to agency information systems plans.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
40
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Information Systems Plans will be saved electronically on ECM SharePoint system for the entirely of the retention period. The systems plans may contain information about various projects needed by future staff in the agencies as well as Strategic Technology Solutions (STS). Some IT projects can be complex and may span over multi-years. They are generally expensive and maintaining a historical record of the projects and their dispositions is important so that future staff will know what has been previously proposed and project status.
Worksheet
Record Location
Strategic Technology Solutions Data Centers
File Arrangement
Alpha by agency then by year
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
1995 to Current
Allotment Code
31703
Annual Accumulation
100MB
Current Volume
2.5GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Other states and vendors may request redacted copies
Essential Record
Yes - Original
Essential Record Stored
Electronic storage data centers
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504 page 23 (I) (1) A,B,C (2) (3) (A)(B)(C)(D)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
40 years
Records Center Retention Period
0
Retention Legal Citation
TSA 10-7-504
Electronic Records Plan Inventory
System Name
STS - ECM Sharepoint system
Hardware Description
Strategic Technology Solutions (STS) Data Center Server
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
STS Data Center
Backup Procedures
Data stored on shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every StS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other date center up completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that a full backup image is kept on disk for 60 days at both data centers. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm central time.
Disaster Recovery
STS preforms nightly backups of servers which includes the current two days of backups for each database. Hard copy backups are stored off site weekly.
Data Migration Description
the data resides in an SQL database located at the Data Center. It there were a need for migration, it could be done by STS database administrators.
RDA Comments
Records Management Division (RMD)
04-16-2020
No recommended changes.
Tennessee State Library and Archives
04-16-2020
No recommended changes.
Comptroller Audit Review
04-16-2020
We have reviewed RDA 11378 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-20-2020
Agency concurs.
RMD Director
04-23-2020
RDA 11378 is a request to create an RDA. The retention period will be forty years and destroy. The format will be electronic. Recommend approval of the request to create RDA 11378.
Public Records Commission
05-15-2020
PRC approves RDA 11378