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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3009
Database ID: 1203
Record Series Title: Safety and Health Fatality Inspection and Investigation Files
Record Series Abstract: TN Division of Occupational Safety and Health compliance inspection/investigation file documentation for fatality inspections. Comprised of various forms and papers such as but not limited to: photographs, handwritten notes, safety data sheets, blueprints, technical manuals, schematics, sketches, witness statements, medical records, training records, etc. Forms: TOSHA 1, TOSHA 92, etc are no longer generated, but forms previously generated will be maintained under this RDA.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: CLOSURE OF CASE
Total Retention: 1 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The record will be cut off at the closure of a case. To close a record we must satisfy all required inspection activities, issue a formal report of those findings, insure all hazards are corrected, insure all monies are collected and any legal action has been satisfied. Upon case closure, record will be scanned to electronic format. After verifying the electronic record, the paper record will be destroyed by state approved methods. The electronic record will be stored permanently in Smart Search.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1203
Record Location: 220 French Landing Drive, Nashville, TN 37243
File Arrangement: Alphabetical
Media Format Generated: Paper
Media Format Stored: Electronic: Other
Date Range: 2001-Present
Annual Accumulation: estimate 15 gigabytes, estimate 3 cu. ft.
Current Volume: estimate 200 gigabytes, estimate 25 cu. ft.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 15
Past Year: 200
2 - 5 Years: 100
Over 5 Years: 50
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal OSHA
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: TRUE
Confidential Legal Citation: TCA 50-3-302(d), 50-3-304(a)(3), 50-3-914(a)
Media Recommendation: Other
Media Recommendation Other: convert to electronic
Agency Retention: Permanent retention following case closed date.
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Migrate to Electronic Data
Legal Citation: TCA 50-3-305; OSHA INSTRUCTION ADM 03-01-005-ADM 12-0.5A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: SmartSearch by Square-9 v 4.0.0.0
IT-ABC Number: CG13WC001
Hardware Description: Electronic content software is running on a Windows Server 2012 R2 server virtual guest on VMWare. The VMWare server is connected via fiber optic cable to a storage area network where all data resides. The virtual server and SAN storage are replicated for business continuity in the event of a disaster or outage.
Software Description: SmartSearch by Square-9 v 4.0.0.0
System Location: Data Center South (92 Weakley Lane, Smyrna, TN)
Backup Procedures: The Office for Information Resources uses Symantec’s Enterprise Netbackup Server version 7.5 currently to backup systems. The latest and last update to version 7.5 is release update 7 (version 7.5.0.7) All core operating systems, applications, databases and data are backed up unless otherwise instructed by the System Administrator. All servers unless requested otherwise, receive a backup directive in Netbackup termed ‘All local disks’ which backs up all local drives except for those that use removable media. The following drives are not backed up: floppy disks, CD-ROMs, and any drives that are located on remote systems but mounted on a system through the network. All files are selected to be backed up on the servers, however in certain cases some files cannot be (such as files that are in use by users, open and active databases, etc). If the server is Windows based, we have the ability to enable an open file backup option for the server. This functionality uses Microsoft’s Volume Shadow Copy Service (VSS) to create a disk volume snapshot to backup open files. The open file agent works well for office files such as spreadsheets and documents, but still cannot completely backup items such as active databases. If the OIR hosted server is a database server, please make sure you are backing up your databases to flat files which can be picked up easily by Symantec Netbackup. The standard OIR backup policy schedule instructs all servers to run incremental backups daily. This incremental backup is smaller in size and backs up all files that have changed since the previous night’s backup. On the last Friday of the month, all servers perform a Full system backup. This full backup backs up all files on the server regardless of when the files were last modified or previously backed up. The timeframe for both daily and monthly backup jobs occurs no earlier than 6:00pm daily. The daily incremental backup policy is followed every day (Monday through Sunday) until the last weekend of the month. During the last Friday of every month – a full backup is done which we refer to as the ‘Monthly backup’. This monthly (full) backup is a normal full system backup that is kept offsite on tape for seven (7) years at Iron Mountain. Incremental backups are only kept for a period of 30 days since most restores usually occur from that time period. Since all backups within 30 days are kept onsite on faster disk storage, restores can be completed very quickly. If a restore is needed from 3 weeks ago, the data is from that particular day and the data is onsite at the datacenter. If a restore is requested from 3 months ago, we will recall that server’s monthly backup tape and the data will be from the last full (Friday) from that particular month.
Disaster Recovery: For disaster recovery purposes, both daily incremental and weekly full backup images stored locally on fast disk storage systems for 30 days are replicated to the alternate datacenter. So, when a backup occurs overnight to a server at the north datacenter – that same backup image is replicated to the fast disk storage units at datacenter south (and vise versa).
Data Migration Description: These electronic records will remain on the state network in the SANS shared environment until which time the software would be replaced. At that time, a conversion plan would be outlined and the records would be migrated to a new system prior to the sunset of the existing system.
Metadata Description: Indexes Type Length USERID STRING 10 DOC_DTE DATE SUB_TYP STRING 4 DOC_ID NUMERIC 9 ESTB_NME STRING 40 FORM_TYP STRING 3 INSP_DTE DATE INSP_NBR NUMERIC 9 LOC STRING 40 RCV_DTE DATE RPT_ID NUMERIC 7 SIC_CDE NUMERIC 6 WRK_STA NUMERIC 2
Contact Information
Contact Name: Larry Hunt
Job Title: Standards and Procedures Manager
Address 1: 220 French Landing Drive
Address 2: Cubicle 3.296B
City: Nashville
Zip: 37243
Phone: 615-741-7036
Email: larry.hunt@tn.gov
Agency: Dept. of Labor & Workforce Development
Agency Head: Burns Phillips
Director: Steve Hawkins, TOSHA Administrator
Allotment Code: 337.02
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-14-2015 No recommended changes.
Tennessee State Libary and Archives: 05-14-2015 No recommended changes.
Comptroller Audit Review: 2015-05-14 We have reviewed RDA 3009 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-03-2015 Thank you.
RMD Director Recomendations: 09-15-2015 RDA 3009 is a request to revise an RDA. The retention period will remain permanent but the format for long term retention will be electronic. Recommend approval of request to revise RDA 3009.
Signed Form Received: 2015-09-04
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 3009.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1203 3009 2015-10-13 Approved