An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11444
Effective Date
Record Series Abstract
Animal Traceability records including but not limited to Certificate of Veterinary Inspection (CVIs), Official Identification Records, Quarantine order and release records.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records come in paper and electronic. Paper is scanned, electronic records are kept for the 5 year retention and then destroyed by state approved methods.
Worksheet
Record Location
CVIs are stored in CVI Central, shared drive, paper CVIs are stored in the agency storage room.
Quarantine Records shared drive
Official Identification Records shared drive, CoreOne, RedBarn
Paper records are stored at 436 Hogan Road
Quarantine Records shared drive
Official Identification Records shared drive, CoreOne, RedBarn
Paper records are stored at 436 Hogan Road
File Arrangement
Alphabetically by state. Each state is separated by species group (Small, Large, Cattle, Swine, Goats/Sheep) - CVIs separated by import and export. test charts alphabetically by testing veterinarian. Official ID records are stored in Core One
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2018 to current
Agency
Allotment Code
32501
Annual Accumulation
6 boxes, 6 GB
Current Volume
8 boxes, 3 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
USDA, other state Animal Health agencies
Essential Record
Yes - Original
Essential Record Stored
RedBarn, CoreOne, CVI central
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA sec.10-7-504 (a)(9)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
Trace First
Hardware Description
Vendor apps, Red Barn: State of Tennessee Tier 3 data center
Software Description
DB: MySQL Aurora 5.7, Software: Ruby On Rails
System Location
AWS -US East (Ohio) Region
Backup Procedures
nightly
Disaster Recovery
Vendor apps: Red Barn: Disaster recovery is certified as a Tier 3 data center but the plan is not a public record and may only be viewed by permission of the department of state by petitioning the STS security section.
Data Migration Description
Vendor apps: Red Barn: will work with agency to provide all requested data securely in a usable format
RDA Comments
Records Management Division (RMD)
05-25-2023
No recommended changes.
Tennessee State Library and Archives
06-08-2023
No recommended changes.
Comptroller Audit Review
06-15-2023
We have reviewed RDA 11444 from an audit standpoint. We concur with the recommended retention and disposition specifications.
RMD Director
08-03-2023
RDA 11444 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 11444.
Public Records Commission
09-28-2023
PRC approves RDA 11444.