An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11432
Effective Date
Record Series Abstract
Documents related to an informal protest hearing by a respondent challenging a solicitation, an award, or a proposed award of a contract to the Chief Procurement Officer, pursuant to Tenn. Code Ann. § 12-3-514. Documents may include position statements, letters, and final determination letter of the Chief Procurement Officer.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Issuance of the final determination of the Chief Procurement Officer.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
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 in electronic format shall be maintained in a system that meets the minimum requirements of the Department of Finance and Administration. Any sensitive or confidential information contained shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
312 Rosa L. Parks Ave., 3rd Floor
File Arrangement
By year and alphabetically
Media Format Generated
Electronic
Media Format Stored
Electronic
Paper
Date Range
2012 to Current
Agency
Allotment Code
32110
Annual Accumulation
Paper - 0 (no longer stored in paper)
Electronic - 4 GB
Electronic - 4 GB
Current Volume
Paper - 9 cu. ft.
Electronic - 37.7 GB
Electronic - 37.7 GB
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
various federal agencies, depending on the contract
Essential Record
Yes - Duplicate
Essential Record Stored
In agency
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Retention Legal Citation
Tenn. Code Ann. § 12-3-514
Electronic Records Plan Inventory
System Name
Dell PowerScale Isilon Network Attached Storage device
Hardware Description
10 X Gen 6 A200 nodes and 4 x H500 Gen 6 nodes comprise the cluster hardware
Software Description
Runs a DELL proprietary version of FreeBSD called OneFS file system (currently version 9.2.1)
System Location
92 Weakley Lane, Smyrna, TN 37176 (production cluster), and 901 Rep John Lewis Way, Nashville, TN 37243 (north/DR cluster)
Backup Procedures
The Dell Isilon NAS provides 31 days of snapshot/backup protection of files and folders as part of the storage costs. This allows for up to a month of protection for agency data stored on the NAS. If protection is required longer than 31 days, the folder is backed up additionally through the Dell enterprise backup system and data is retained for whatever protection level/retention is needed by agency business needs.
Disaster Recovery
All data written to either the north (DR) or south (production) Dell Isilon NAS platform is automatically replicated to the other NAS device located at the other datacenter. So, all data written to the ba_gs_pruchasing share which is located at the south datacenter is replicated every 15 minutes to the north DR platform. In the event of a disaster, the north Isilon NAS would become 'primary' and the data would become writeable with 15 minutes of RPO.
Data Migration Description
Migration meets minimum STS standards
RDA Comments
Records Management Division (RMD)
08-25-2022
No recommended changes.
Tennessee State Library and Archives
08-26-2022
No recommended changes.
Comptroller Audit Review
08-25-2022
We have reviewed RDA 11432 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-31-2022
Agency concurs
RMD Director
09-08-2022
RDA 11432 is a request to create an RDA. The retention period will be six years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11432.
Public Records Commission
10-05-2022
PRC approves RDA 11432.