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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3027
Database ID: 1221
Record Series Title: FIRE AND CODES STUDENT TRAINING RECORDS
Record Series Abstract: Student training records and information related to continuing education classes. Includes rosters, student applications, waiver forms, grades, training class records, TFACA Rules and Regulations, Release of Student Progress Information forms, and other class records. Forms include, but are not limited to, IN-1470 STUDENT APP.; IN-1502 WAIVER OF LIABILITY; IN-1485 TRAINING CLASS RECORD; IN-1490 TFACA RULES & REGULATIONS, IN-1491 RELEASE OF STUDENT PROGRESS; IN-1492 UNDERSTANDING PHYSICAL REQUIREMENTS; IN-1505 STUDENT RIGHTS.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: After completion of a student training class, the records are uploaded into the ACADIS system. The electronic record will be verified before destruction of the paper copy. The electronic record in the ACADIS system will be kept permanently and migrated as necessary to new systems, if applicable.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1221
Record Location: 2161 Unionville-Deason Rd. Bell Buckle, TN 37020
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: 1950 to current
Annual Accumulation: 30 cu ft 3 gigabytes
Current Volume: 258 cu ft 7 gigabytes
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 1750
Past Year: 130
2 - 5 Years: 32
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: ACADIS system which is backed by OIR.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: FERPA (20 USC 1232g; 34 CFR Part 99)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Electronic format permanently
Agency Retention - Years Active: Permanent
Agency Retention - Years Inactive: Permanent
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ACADIS system
IT-ABC Number:
Hardware Description: Windows and Linux virtual servers
Software Description: Windows 2008 R2 (Production and Portal VM server), Windows 2008 R2 Test VM sever, Linux Oracle DB VM server
System Location: Production, Portal and DB server are located in the South Data Center, Test is located in the North Data Center
Backup Procedures: Oracle NAS - Daily Incremental tape backups - Weekly Full-Backup – done once a week - Monthly-Backup – once completed tape is sent to offsite storage
Disaster Recovery: Oracle NAS Storage - Restore from Incremental-Backup - Restore from weekly Full-Backup - Restore from monthly Full-Backup
Data Migration Description: Oracle NAS Migration Plan
Metadata Description: pdf
Contact Information
Contact Name: Tina Baker
Job Title: Assistant to Executive Director
Address 1: 2161 Unionville-Deason Rd.
Address 2:
City: Bell Buckle
Zip: 37020
Phone: 931-294-4101
Email: Tina.baker@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Commissioner Julie Mix McPeak
Director: Randy Fox
Allotment Code: 335.07
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 Please provide more information in abstract. Clarify records process in Disposition Notes. Missing Sample. Will meet with agency. 1/12/2016: Met with agency and have made all necessary edits.
Tennessee State Libary and Archives: 06-04-2015 TSLA concurs in RMD comments.
Comptroller Audit Review: 2015-06-08 Audit concurs with RMD comments.
Agency: 01-21-2016 Thank you.
RMD Director Recomendations: 02-11-2016 RDA 3027 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will change from eighty-five years to permanent. The format will change to paper/electronic. Recommend approval of request to revise RDA 3027.
Signed Form Received: 2016-02-11
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 3027.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1221 3027 2016-02-25 Approved