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Operator and Vendor Licensure and Registration Files

RDA Number
Effective Date
Record Series Abstract
These records were submitted to the Sports Wagering Advisory Council as part of the applications of sports wagering operators for licenses or sports wager vendors for registrations, and as part of ongoing licensure and registration, all under the Tennessee Sports Gaming Act and Sports Wagering Advisory Council Rules.
Record Series Active
Cut Off at End of
If Other, Explain
End of respective license or registration period.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records may be maintained in either paper or electronic format. Paper records are being stored at Vital Records Control. Electronic records are being stored on STS servers and in the Cloud.
Record Location
State Vital Records Control Center, STS servers and the Cloud.
File Arrangement
Media Format Generated
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2019 to current
Allotment Code
Annual Accumulation
46 gigabytes
Current Volume
138 gigabytes of electronic records; 270 cu. ft. of paper records
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Confidential Legal Citation
Tenn. Code Ann. § 4-49-110; Sports Wagering Advisory Council Rule 1350-01-.01(3)
Does this Record Series Contain Sensitive Information?
Agency Retention
Five years after the license or registration ends
Records Center Retention Period
Five years after the license or registration ends
System Name
State servers, Microsoft Azure Cloud
Hardware Description
NAS, Cloud servers
Software Description
Word, Excel, PDF, documents, Internal Control System
System Location
312 Rosa L. Parks Ave., Nashville, TN 37243; Cloud
Backup Procedures
The following backup media is being used for the SFTP and sICS environments:
• Microsoft Azure Recovery Vault: 1TB max limit

Backups for email and network shared drives follow STS’ retention and backup policies. Backups for the SWAC’s SFTP and sICS environments are performed based on the following schedule:
Type of Backup Performed: Full
Day of Week Performed: Daily
Services: Production and Test environments for sICS, SFTP, and Azure VMs
Retention Period: 6 months
Disaster Recovery
In the event of a catastrophic disaster or cyber incident, a full restoration of the SFTP and sICS systems will be conducted using existing virtual machine (VM) backups. Full back ups of the SFTP and sICS are conducted nightly and stored for a rolling 6 months within the Microsoft Azure recovery services vault. For network shared drives, restoration will be coordinated with STS per the State’s disaster response plan.
Data Migration Description
Data stored on File servers with appropriate document extension.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11437 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs
RMD Director
RDA 11437 is a request to create an RDA. The retention period will be five years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11437.
Public Records Commission
PRC approves RDA 11437.