An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11390
Effective Date
Record Series Abstract
Records include but are not limited to: Electronic signature agreements signed by an individual electronically or with a handwritten signature that are generated by systems subject to CROMERR (Cross-Media Electronic Reporting Regulation) under 40 CFR 3.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Records are cut-off upon the electronic signature inactivation.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Once the electronic signature device is inactivated, the records are to be maintained electronically for 5 years, and then destroyed. New paper files are to be scanned and converted to electronic files. When the electronic file has been verified, the paper copy may be destroyed. Existing paper files should be maintained in paper format in current filing system for 5 years from the date the electronic signature device is inactivated, and then destroyed. Existing Paper Files are to be destroyed on a monthly basis as electronic signature devices are inactivated, 5 years from the date the electronic signature device is inactivated. All paper files will be stored on the 11th floor of the Tennessee Tower, William R. Snodgrass TN Tower 312 Rosa L. Parks Avenue, Nashville, TN 37243. Electronic Files will be stored in Oracle and FileNet.
Worksheet
Record Location
11th Floor William R. Snodgrass TN Tower 312 Rosa L. Parks Avenue Nashville TN 37243
File Arrangement
Alphanumeric
Media Format Generated
Paper
Media Format Generated Summary
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2013 to current
Allotment Code
327.31
Annual Accumulation
0.50 GB electronic during the first year of MyTDEC Forms implementation; 0.10 electronic, subsequent years.
Current Volume
7.5 cubic feet; 0.90659548 GB electronic
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
40 cfr 3.1000, 40 cfr 3.2000, 40 cfr 3.3000
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Retention Legal Citation
40 cfr 3.1000, 40 cfr 3.2000, 40 cfr 3.3000
Electronic Records Plan Inventory
System Name
Enterprise FileNet for My TDEC Forms Subscriber Agreements; Oracle Database - WaterLog for NetDMR Subscriber Agreements.
Hardware Description
Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 terrabytes of space. STS Fiber SAN managed by STS. This is the STS mandated storage medium and backed up through Enterprise Backups. FileNet: Windows Server 2012 R2 Data Center Edition/EMC Isilon.
Software Description
Oracle and FileNet
System Location
STS Data Centers North and South
Backup Procedures
NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored offsite for 7 years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to 7 years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files is done on weekends.
Disaster Recovery
Recovery Procedure: Helpdesk tickets to STS as "Priority 1" can restore file(s) in 2 hours' time if restoring to a point within the past 31 days. If later (as tapes must come from offsite), expected "Priority 1" recovery time is 5 hours. Major Disaster Recovery: STS has a written policy on how to handle major disaster recovery. In summary: order new hardware if required. Receive, configure and verify setup and connectability. Install required software to restore from image files and/or tapes. Inventory media and image files, restore.
FileNet data is stored until deleted by user or upon request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed.
FileNet data is stored until deleted by user or upon 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)
08-27-2020
No recommended changes.
Tennessee State Library and Archives
08-28-2020
No recommended changes.
Comptroller Audit Review
08-31-2020
We have reviewed RDA "Cross-Media Electronic Reporting Regulation Subscriber Agreements" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-01-2020
Agency concurs
RMD Director
09-10-2020
RDA 11390 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11390.
Public Records Commission
09-21-2020
PRC approves RDA 11390