An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11386
Effective Date
Record Series Abstract
Patron applications received by the Tennessee Library for Accessible Books and Media (LABM) for book loan service. Applications were stored in electronic format beginning in 2006.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When no borrowing activity has taken place for 1 year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are cut off when no borrowing activity has taken place for 1 year. Records associated with inactive accounts or deceased accounts are destroyed by state approved methods after 5 (five) years.
Worksheet
Record Location
Current Building - Tennessee State Library & Archives, 403 7th Ave. N., Nashville, TN 37243
New Building - Tennessee State Library & Archives, 1001 5th Ave. N., Nashville, TN 37129
New Building - Tennessee State Library & Archives, 1001 5th Ave. N., Nashville, TN 37129
File Arrangement
Chronological
Media Format Generated
Electronic
Paper
Film
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Film: Microfilm
Media Format Stored
Electronic
Paper
Film
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Film: Microfilm
Date Range
1979 to current
Agency
Allotment Code
30501
Annual Accumulation
700 MB
Current Volume
13 rolls microfilm, 49.06 cu. ft. paper, 3.6GB electronic
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
National Library Service for the Print Disabled (NLS)
Essential Record
No
Confidential
Yes
Confidential Legal Citation
TCA 10-8-102
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
National Library Service for the Blind and Physically Disabled, Network Library Manual page 175
Electronic Records Plan Inventory
System Name
IE18SDCWFS0005
Hardware Description
IE18SDCWFS0005 is a virtual server hosted on SOS hardware hosted in an SOS server rack in STS-managed space at the South Data Center.
Software Description
The system is configured as a file storage system based on Windows Server 2012 R2. The files stored for this data are standard Microsoft Office file formats.
System Location
IE18SDCWFS0005 is a virtual server hosted on SOS hardware hosted in an SOS server rack in STS-managed space at the South Data Center.
Backup Procedures
Data for this system is backed up using server snapshots throughout the day, daily backups, weekly backups which are copied to magnetic tape and stored off site for one month, and monthly backups which are copied to magnetic tape and stored off site for one year.
Disaster Recovery
The Disaster Recovery plan for this data and system provide for a hot replica that is accessible off site in a disaster scenario
Data Migration Description
The hot replica for this system is always available in the event of data corruption or inaccessibility due to a software upgrade/change, hardware replacement, or a disaster scenario.
RDA Comments
Records Management Division (RMD)
08-20-2020
No recommended changes.
Tennessee State Library and Archives
08-20-2020
No recommended changes.
Comptroller Audit Review
08-24-2020
We have reviewed RDA "National Library Service for the Print Disabled (NLS) Patron Application Files" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-31-2020
Thank you
RMD Director
09-09-2020
RDA 11386 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic/film. Recommend approval of the request to create RDA 11386.
Public Records Commission
09-21-2020
PRC approves RDA 11386