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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3030
Database ID: 1224
Record Series Title: Office of Open Records Counsel and Advisory Committee on Open Government Administrative and Communication Records
Record Series Abstract: Correspondence and records related to the Advisory Committee on Open Government. Other administrative records created in the ordinary course of business. We receive emails, letters, and attachments (photos, cd, etc.) from citizens and records custodians seeking assistance in compliance with Tennessee Public Records Act (TPRA) and Tennessee Open Meetings Act (TOMA).
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The records should be maintained for five years since several public requests are made for these records. The records provide the basis for most of the opinions also.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1224
Record Location: Cordell Hull Building
File Arrangement: electronic folder, Alpha
Media Format Generated: Electronic
Media Format Stored: Electronic: Other
Date Range: 2007 - current
Annual Accumulation: 2 gb
Current Volume: 8.53 gb
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 200
Past Year: 200
2 - 5 Years: 200
Over 5 Years: 20
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: Open Records Drive
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0 years
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 8-4-601 et seq.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: agency network servers IG02WF10
IT-ABC Number:
Hardware Description: shared folder (CIFS) on our EMC VNX (like a SAN/NAS)
Software Description: Stored on file servers with appropriate folders.
System Location: Cordell Hull Building
Backup Procedures: Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR site.
Disaster Recovery: The recovery goal for File Storage Servers - 8 hours.
Data Migration Description: Data stored on File Servers with appropriate document extension.
Metadata Description: Correspondence and records related to the Advisory Committee on Open Government. Other administrative records created in the ordinary course of business. Word, Excel, PDF, and other types of documents.
Contact Information
Contact Name: Lee Pope
Job Title: Open Records Counsel
Address 1: 4th Floor
Address 2: 425 5th Ave N
City: Nashville
Zip: 37243
Phone: 615-401-7825
Email: open.records@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Stephanie Maxwell
Allotment Code: 30701
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-27-2015 No recommended changes.
Tennessee State Libary and Archives: 08-27-2015 No recommended changes.
Comptroller Audit Review: 2015-08-31 We have reviewed RDA 3030 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-31-2015 no changes
RMD Director Recomendations: 09-22-2015 RDA 3030 is a request to revise an RDA. The retention period will increase from three years to five years and destroy. Format will change to electronic. Recommend approval of request to revise RDA 3030.
Signed Form Received: 2015-09-21
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 3030.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1224 3030 2015-10-13 Approved