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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11225
Database ID: 2254
Record Series Title: Natural Areas- Geographic, Species, & Site Files
Record Series Abstract: Geographic Files include information related to specific 1:24000 topographic files. These data include past field notes, correspondence, and basic maps, mapped wetlands, past disturbance, etc. Species Files include information on the biology, ecology, and management of rare species. We also include historic correspondence related to rare species and the history of a species’ discovery in Tennessee its and legal listing of rare, threatened, or endangered in Tennessee. Results from scientific collection permits (as authorized under both state parks and state natural areas rules) are sometimes filed here. These files also contain data we collect and use to aid in recovery of listed species, that is their removal from the Endangered Species List. Site Files – these files contain information on locations or land parcels throughout Tennessee that are important to conservation. These include both public and private sites and these files contain media reports, correspondence, scientific research, management notes, and the history of the site’s discovery and long-term preservation. Results from scientific collection permits (as authorized under both state parks and state natural areas rules) are sometimes filed here.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: All records (past, current, and future) will be scanned and stored onto agency server. Once verified paper will be destroyed and records will be kept permanently on agency servers.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2255
Record Location: 312 Rosa L. Parks Ave.
File Arrangement: Alphabetical
Media Format Generated: Both
Media Format Stored: Electronic: Text
Date Range: 1974-current
Annual Accumulation: 3 cubic feet, will begin electronic storage July 2017
Current Volume: 15 cubic feet, will begin electronic storage July 2017
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 5
2 - 5 Years: 2
Over 5 Years: 2
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enterprise FileNet
IT-ABC Number:
Hardware Description: Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description: FileNet P8 5.2
System Location: Data Center South Primary—Data Center North Secondary
Backup Procedures: Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain.
Disaster Recovery: FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description: Real time replication
Metadata Description: Backup metadata is stored in a clustered Microsoft SQL Server 2012 shared environment
Contact Information
Contact Name: Shonquita Parrish
Job Title: TDEC-Records Officer
Address 1: 312 Rosa L. Parks Ave. TN Tower 10th floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-8894
Email: Shonquita.M.Parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau, Jr.
Director: Roger McCoy
Allotment Code: 327.08
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-22-2017 No recommended changes
Tennessee State Libary and Archives: 06-26-2017 No recommended changes.
Comptroller Audit Review: 2017-06-26 We have reviewed RDA 11225 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-26-2017 Thank you.
RMD Director Recomendations: 06-27-2017 RDA 11225 is a request for a new RDA. The retention period will be permanent and the format will be electronic. The records will be stored permanently on FileNet as per the State's electronic records policy. Recommend approval of the request to create RDA 11225 with one change, update the disposition notes to reflect the records will be stored in agency rather than on agency servers.
Signed Form Received: 2017-06-27
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11225.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2254 11225 2017-09-07 Approved