Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11025
Database ID: 2264
Record Series Title: Interior/Space Planning Project Files
Record Series Abstract: The Interior/Space Planning Project Files consist of but not limited to project drawings,and the Assign Space Request Service Agreement(ASR).
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After termination of Lease including any Amendments/Extensions and Holdovers
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After the cut off date the Interior/Space Planning Files will be maintained in agency for 5 years; then destroyed. Electronic Records will be kept on agency servers for the mentioned retention period, then destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2265
Record Location: William R. Snodgrass Tennessee Tower 312 Rosa L. Parks Avenue Nashville, Tennessee 37243 Location of Files: 24th Floor
File Arrangement: Alphabetical
Media Format Generated: Electronic
Media Format Stored: Paper/Electronic
Date Range: 2000 to current
Annual Accumulation: Paper: 10 cu.ft. Electronic: 9 gigabytes
Current Volume: Paper: 130 cu.ft. Electronic: 146 gigabytes
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 100
Past Year: 50
2 - 5 Years: 30
Over 5 Years: 15
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: William R. Snodgrass Tennessee Tower 312 Rosa L. Parks Avenue Nashville, Tennessee 37243 Location of Files: 24th Floor
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ag035DCWF00525 - STREAM share (All shared drives are backed up in this manner)
IT-ABC Number: None
Hardware Description: Solaris 10 Master Server
Software Description: Netbackup 6.5.6 backup software Software includes: Excel, Word, Text, PDF, MS Project files, CAD files, Image files (TIFF, GIF etc.) and email.
System Location: Data Center North-Primary, Data Center South for secondary (copy 2 for ag035DCWF00525)
Backup Procedures: Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday - Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag035DCWF00525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups.
Disaster Recovery: Backup media is stored at Iron Mountain "Restore" process is via a Help desk ticket. If its older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency, then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract.
Data Migration Description: Currently, the electronic data files reside in diverse locations. Additionally, some of the files are in paper format and some are in electronic format. The goal of this migration is to gather all of the relevant electronic Interior/Space Planning data files into a single location for storage, easy retrieval, completeness and to aid the archival and research processes. The migration strategy is to create a common folder structure on the STREAM Share Drive and have all participating staff and agencies utilize this structure on a go-forward basis. The existing electronic Interior Project Files will also be worked into the new structure for completeness.
Metadata Description: The data sets related to Interior/Space Planning files included but not limited to Excel, Word, Text, PDF, MS Project Files, CAD Files, Image Files (TIFF, GIF etc.) and email exports. Any electronic file that is relevant to Interior Space Planning will be stored in the folder structure.
Contact Information
Contact Name: Kurtis Herron
Job Title: STREAM Records Coordinator
Address 1: William R. Snodgrass Tennessee Tower
Address 2: 312 Rosa L. Parks Avenue
City: Nashville
Zip: 37243
Phone: 615-840-0041
Email: Kurtis.Herron@tn.gov
Agency: Dept. of General Services
Agency Head: Robert E. Oglesby, Commissioner
Director: Ted Hayden
Allotment Code: 32107
Status
Action Requested: Revision
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 11025 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-27-2017 Agency agrees with no recommended changes to RDA. Thank you
RMD Director Recomendations: 06-28-2017 RDA 11025 is a request to revise an RDA. The retention period will change from ten years and destroy to five years and destroy. The format will remain paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11025.
Signed Form Received: 2017-06-27
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11025.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1859 11025 2014-05-27 Approved
2264 11025 2017-09-07 Approved