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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2823
Database ID: 2266
Record Series Title: NON-REGISTERED SITE RECORDS
Record Series Abstract: INCLUDED ARE: COMPLAINT LETTERS AND RESPONSES, RECORD OF COMPLAINTS AGAINST NON-REGISTERED SITES, INSPECTION OR SITE VISIT INFORMATION, MAPS OF LOCATION, NOTICE OF VIOLATIONS WITH FOLLOW-UP CORRESPONDENCE AND FOLLOW-UP LETTERS TO COMPLAINANT.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The records are to be cut off at the end of each calendar year. Paper records will be converted to electronic records; maintain in agency 5 years; then destroy by state approved methods. Environmental field offices shall follow the same retention.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2267
Record Location: 312 Rosa L. Parks Ave. 14th floor
File Arrangement: County
Media Format Generated: Both
Media Format Stored: Electronic: Text
Date Range: 2009-current
Annual Accumulation: less than a cubic foot, will begin electronic storage July 2017
Current Volume: 4 cubic feet,will begin electronic storage July 2017
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 4
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: FALSE
Essential Record Stored:
Essential Record Media Type:
Confidential: FALSE
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: NO
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: Records officer
Address 1: 312 Rosa L. Parks Ave.
Address 2: TN Tower
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: Pat Flood
Allotment Code: 327.35
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 2823 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-26-2017
RMD Director Recomendations: 06-27-2017 RDA 2823 is a request to revise an RDA. The retention period will remain five years and destroy. The format will change from paper to electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 2823.
Signed Form Received: 2017-06-27
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 2823.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1036 2823 2015-06-23 Approved
2116 2823 2016-06-22 Approved
2266 2823 2017-09-07 Approved
2591 2823 2019-11-12 RDA Retired