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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2807
Database ID: 1020
Record Series Title: PUBLIC PARTICIPATION RECORDINGS
Record Series Abstract: Cassette tapes and digital recordings of communication with the public during public hearings, community meetings, permit workshops, and rulemaking hearings.
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 files are to be cut off at the end of the calendar year, maintain in agency 5 years; then destroy by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1020
Record Location: TN Tower 14th floor
File Arrangement: Alphabetically
Media Format Generated: Electronic
Media Format Stored: Audio Casset Tapes
Date Range: 1998-current
Annual Accumulation: 182 MB and 4 cassette tapes
Current Volume: 337 MB and 65 cassette tapes
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 3
Past Year: 1
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
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: 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: OIR Oracle Network Attached Storage system: ag0319006uf012
IT-ABC Number:
Hardware Description: Sun Storage 7410 NAS
Software Description: 2011.04.24.9.0,1-1.46
System Location: 901 5th Ave. N., Nashville TN 37243
Backup Procedures: 31 day retention snapshots kept on site. Daily incremental snapshots, and a monthly full snapshots, to tape media. Monthly snapshots older than 31 days are stored offsite, one year retention. One tape per year stored for 7 years
Disaster Recovery: OIR follows industry standard disaster recovery procedures. Full procedures are available with the Office of Information Resources.
Data Migration Description: OIR maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
Metadata Description: Standard NTFS metadata for files. Name, Item type, Date created, Date modified, Date Accessed, Size, Attributes, and Owner.
Contact Information
Contact Name: Shonquita Parrish
Job Title: Records Officer
Address 1: TN Tower, 10th floor
Address 2: 312 Rosa L. Parks Ave.
City: Nashville
Zip: 37243
Phone: 615-741-8894
Email: Shonquita.m.Parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martinaeu, Jr.
Director: Patrick Flood
Allotment Code: 327.35
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-11-2015 No recommended changes.
Tennessee State Libary and Archives: 06-11-2015 No recommended changes.
Comptroller Audit Review: 2015-06-11 We have reviewed RDA 2807 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-16-2015 Thank you
RMD Director Recomendations: 09-16-2015 RDA 2807 is a request to revise an RDA. The retention period will remain five years and the format will remain audio cassette. Recommend approval of request to revise RDA 2807.
Signed Form Received: 2015-06-24
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 2807.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1020 2807 2015-10-13 Approved