Indicate the content of the record series by a detailed description of the form, content, and purpose of the record series.
Indicate when record is cut off.
Indicate the final disposition.
Include any specific requirements regarding how the record is stored and maintained, based on the value of the records and how long the records are needed to conduct state business.
Specify address, building, room, etc.
Indicate if the indexing is by alpha, numeric, or other method.
Indicate the format in which the record series is created.
Indicate the format in which the record series is stored.
Indicate the beginning and end date of the record series. If record series is still being created use the word “current” for end date.
Please include any of the following that apply; paper in cu ft., electronic records in gigabytes, microfilm in rolls, and microfiche in cards.
Indicate the type or types of value the record series has for your organization. Please check all that apply.
Indicate the average number of references to the record series per month.
Indicate how often the data is updated on electronic records.
Indicate if the record series is shared
with agencies outside of the state.
Indicate if the records are essential and if it is the original or duplicate. Essential records require high accessibility and/or are critical to the: continuation or resumption of operations, re-creation of the legal and financial status of government in the state, or protection and fulfillment of obligations to the citizens of the state.
Indicate the location of the original essential record as well as any copies maintained by your organization. List any agencies that the original or a copy is sent to, such as TN State Library and Archives.
Indicate the media in which the essential record is kept.
Indicate if the record series is confidential.
List the statute classifying the record series as confidential.
Indicate how long the records series is to be maintained in the agency.
Indicate how long the records series is to be maintained in the state records center before final disposition.
Current File: No file
Indicate the name of system on which records series is stored.
List the IT-ABC number assigned.
Describe the hardware environment utilized to store and access the record series.
Indicate the physical location of the system where the records are stored.
Indicate the backup procedures in place. Include the storage medium, location, and frequency.
Describe the procedures in place to recover this electronic record series.
Describe the procedures in place to migrate this electronic record series.
Please provide the type length and format of the metadata collected.
Tennessee Secretary of State Tre Hargett
312 Rosa L. Parks Avenue, Snodgrass Tower, 8th Floor
Nashville, TN 37243
Copyright © 2016 Tennessee Department of State