An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11447
Effective Date
Record Series Abstract
Records include but are not limited to: Fantasy Sports Application Form, supporting documents to the application form (copy of policies and procedures, applicant's documentation and information, statements, etc.)
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Once operator has ceased conducting business in the state.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are submitted in paper and digital format. Any records in paper format will be converted to digital format. Records will be maintained for five years after operator has ceased conducting business in the state. After retention ends, records will be destroyed by state-approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave.
File Arrangement
Business Name
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
2016 to Current
Allotment Code
31615
Annual Accumulation
1 cu. ft.; 1 GB
Current Volume
2 cu. ft.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
5
Retention Legal Citation
Tenn. Code Ann. 4-49-203
Electronic Records Plan Inventory
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 he 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 backups 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.
RDA Comments
Records Management Division (RMD)
06-29-2023
No recommended changes.
Tennessee State Library and Archives
07-07-2023
No recommended changes.
Comptroller Audit Review
06-30-2023
We have reviewed RDA 11447 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-12-2023
No recommended changes
RMD Director
07-20-2023
RDA 11447 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 11447.
Public Records Commission
09-28-2023
PRC approves RDA 11447.