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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1554
Database ID: 297
Record Series Title: State Warrants, Checks, and Drafts
Record Series Abstract: Records consist of copies of paid warrants, checks, drafts, and returned items drawn on and cleared through the state trust of Tennessee.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 30 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files before 2009 are stored in paper format and on microfilm at the state records center. The microfilm is a duplicate copy of rolls held by TCRS; these files will not be converted and will be stored at the state records center in their current format until their destruction. All documents after 2009 are created and maintained electronically in a FileNet database. Records are maintained for 30 years and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 297
Record Location: Andrew Jackson Building, 14th floor
File Arrangement: numeric
Media Format Generated: Electronic
Media Format Stored: Paper/Electronic/Film
Date Range: 1970s to current
Annual Accumulation: unknown volume in FileNet
Current Volume: unknown volume in FileNet; previous data is 40 Gigabyte electronic
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 30
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: essential record stored electronically in agency in FileNet database
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation: N/A
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 30 years
Agency Retention - Years Active: 30 years
Agency Retention - Years Inactive: 0 years
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: FileNet
IT-ABC Number:
Hardware Description: OIR Controlled
Software Description: OIR Controlled
System Location: OIR Controlled
Backup Procedures: OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR’s South Data Center is to mirror the information at OIR’s North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766
Disaster Recovery: OIR conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR’s North Data Center for both operations and data. If both OIR’s South Data Center and OIR’s North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description: OIR Controlled
Metadata Description: Records consist of copies of paid warrants, checks, drafts, and returned items drawn on and cleared through the state trust of Tennessee. OIR Controlled FileNet environment
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: Andrew Jackson Building, 14th floor
Address 2: 502 Deaderick St.
City: Nashville
Zip: 37243
Phone: (615) 253-8757
Email: janice.patton@tn.gov
Agency: Dept. of Treasury
Agency Head: David H. Lillard, Jr.
Director: Mary Griffin
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-27-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 1554 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 Agency concurs.
RMD Director Recomendations: 03-04-2015 RDA 1554 is a request to revise an RDA. The retention period will change from twenty years to thirty years and the format will be paper/electronic/film. Recommend approval of RDA 1554.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: RDA 1554 approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
297 1554 2015-03-30 Approved