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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2940
Database ID: 1136
Record Series Title: Driver Data Information Request Records
Record Series Abstract: Driver Data Information Request Form
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: Records are generated in paper and electronic. Records received in paper are scanned, verified for completeness and accuracy and then destroyed by state approved methods. Electronic records are maintained for the remainder of the retention period and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1136
Record Location: STS Data Center
File Arrangement: alpha & numeric
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: 2016 - current
Annual Accumulation: 62.8 mb
Current Volume: 314mb
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 25
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: FALSE
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. 55-25-101 through 55-25-112 The Federal statute is 18 U.S.C. §§ 2721 – 2725, the Driver Privacy Protection Act of 1994
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: SharePoint 2013
IT-ABC Number:
Hardware Description: SharePoint is a web-based collaborative platform that integrates with Microsoft Office Products. SharePoint is primarily used as a document management and storage system.
Software Description: This is a web-based system that integrates with the state’s Active Directory System to provide security roles allowing access to users based on rights.
System Location: Currently the system in located in the STS North Datacenter on Virtual Servers.
Backup Procedures: STS performs nightly backups on all Virtual Servers
Disaster Recovery: This will be performed by STS in the order in which they have us in the DR que.
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
Metadata Description: Name, DL number, Date
Contact Information
Contact Name: Jill Kellogg
Job Title: Forms and Publications Officer, Records Officer
Address 1: 1150 Foster Ave
Address 2:
City: Nashville
Zip: 37243
Phone: 615-743-4964
Email: jill.kellogg@tn.gov
Agency: Dept. of Safety
Agency Head: David W. Purkey
Director:
Allotment Code: 34901
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 Recommend agency retire RDA 2940 under SW 35 - Open Records Request.
Tennessee State Libary and Archives: 10-04-2018 TSLA concurs in RMD comment.
Comptroller Audit Review: 2018-10-04 Audit concurs with RMD comments.
Agency: 10-09-2018 SW 35 does not apply because the requests associated with these forms are not received from “the public” and do not reference “Open Records.” The Federal Drivers Protection Act prohibits the disclosure of certain information, except under specific circumstances, without express consent from the individual. The records associated with this RDA contain the attestation that protected information is being released under one of the exceptions provided in federal statute.
RMD Director Recomendations: 10-12-2018 RDA 2940 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Agency adequately explained why these records should not fall under RDA SW35. Recommend approval of request to revise RDA 2940.
Signed Form Received: 2018-10-11
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 2940.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1136 2940 2018-10-30 Approved