Core Data
RDA Number
11516
Effective Date
Mon, 04/20/2026
Record Series Abstract
Records series contains applications and renewals submitted in Mockingbird system for licenses issued under Title 57, as well as other required documents. This also includes applications and required documents for TABC permits issued under Title 57.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
These records are to be maintained in agency for five (5) years following expiration or closure, whichever is later. Once the establishment is closed and the license filed as inactive, the record is cut off.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These records are to be maintained in agency for five (5) years following expiration or closure, whichever is later. Once the establishment is closed and the license filed as inactive, the record is cut off. At the end of each calendar year, each establishment that was closed or became inactive in that year will be cut off and retained for five years and then destroyed. Files are generated in both paper and electronic format. The records will be maintained in agency for 5 years once closed. Paper will be converted into electronic format. Paper will be destroyed after verification of electronic documents is completed.
Worksheet
Record Location
AWS Tenant - US -East - 1 (North Virginia) region.
File Arrangement
Numeric by year, Alpha by business name
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Date Range
01/01/2026 to Current
Allotment Code
31603
Annual Accumulation
2.0 Gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
AWS Tenant - US -East - 1 (North Virginia) region.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 YEARS AFTER CLOSURE
Electronic Records Plan Inventory
System Name
Mockingbird
Hardware Description
This solution is built using AWS services, thus no physical STS hardware is applicable here.
Software Description
Amazon Web Services (AWS) Amplify Service; AWS Cognito; Aurora PostgreSQL
System Location
AWS Tenant - US -East - 1 (North Virginia) region.
Backup Procedures
Using the AWS Backup service and a 31-daily schedule (daily backups retained for 31 days), backups are created automatically.
Disaster Recovery
For regional Amazon EC2 outages or catastrophic server failures, a variety of recovery methods are available using backups and machine images.
Data Migration Description
Future data migration will occur when support for the existing file format or database moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format or storage location to a different file format or storage location.
RDA Comments
Records Management Division (RMD)
Thu, 03/19/2026
No recommended changes.
Tennessee State Library and Archives
Thu, 03/19/2026
No recommended changes.
Comptroller Audit Review
Fri, 03/20/2026
We have reviewed RDA 11516 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Fri, 03/20/2026
Agency concurs.
RMD Director
Fri, 03/27/2026
RDA 11516 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 11516.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 11516.
