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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3079
Database ID: 1269
Record Series Title: LEAD-BASED PROGRAM PROJECT FILES
Record Series Abstract: NOTIFICATION OF RENOVATIONS, REPAIR, AND PAINTING ACTIVITIES-FIRM, NOTIFICATION OF LEAD-BASED PAINT ACTIVITIES-FIRM, APPLICATION TO CONDUCT LEAD BASED PAINT ACTIVITIES-FIRM, PROJECT FILES, INSPECTION REPORTS, CORRESPONDENCE RELATED TO LBP ABATE.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: End of project completion
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The files are to be cut of at the end of project completion. Records converted prior to 2015 were microfilmed, and paper records were destroyed upon verifying the microfilm. Microfilm will be stored at the state records center for the remainder of the 20 year retention period, and will then be destroyed by state approved methods. Records converted 2015 and after will be scanned to electronic format as well as microfilm, within 3 years of receipt, and the paper will be destroyed upon verifying electronic record. The electronic record will be maintained for the remainder of the 20 year retention, and the microfilm will be stored at the state records center for the remainder of the 20 year retention period, and at the end of the retention period both electronic and microfilm will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1269
Record Location: TN Tower 14th floor, 312 Rosa L. Parks Ave.
File Arrangement: NUMERIC
Media Format Generated: Paper
Media Format Stored: Paper/Electronic/Film
Date Range: 2006 - CURRENT
Annual Accumulation: 5 cubic feet, 0 GB, and 2 rolls of microfilm
Current Volume: 20 cubic feet, 3 GB and 7 rolls of microfilm
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 12
Past Year: 12
2 - 5 Years: 12
Over 5 Years: 12
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Housing Urban Development and Evironmental Protection Agency
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Microfilm
Confidential: FALSE
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: Scanned to electronic
Agency Retention: Up to 3 years paper, 20 years electronic
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: microfilm maintained 20 years
Final Disposition after Retention Expires: Destroy
Legal Citation: CHP. 1200-01-18 LEAD BASED PAINT ABATEMENT
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enterprise FileNet
IT-ABC Number:
Hardware Description: Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description: FileNet P8 5.2
System Location: Data Center South Primary—Data Center North Secondary
Backup Procedures: Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain.
Disaster Recovery: FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description: Real time replication
Metadata Description: Backup metadata is stored in a clustered Microsoft SQL Server 2012 shared environment
Contact Information
Contact Name: Shonquita Parrish
Job Title: TDEC Records Officer
Address 1: 10th Floor, TN Tower
Address 2: Rosa L. Parks Avenue
City: Nashville
Zip: 37243
Phone: 615-741-8894
Email: Shonquita.M.Parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau
Director: Patrick Flood
Allotment Code: 327.35
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-21-2015 No recommended changes.
Tennessee State Libary and Archives: 05-21-2015 No recommended changes.
Comptroller Audit Review: 2015-05-21 We have reviewed RDA 3079 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-04-2015 Thank you
RMD Director Recomendations: 06-08-2015 RDA 3079 is a request to revise an RDA. The retention period will be twenty years after program completion and the format paper/electronic/film. Recommend approval of RDA 3079.
Signed Form Received: 2015-06-08
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 3079.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1269 3079 2015-06-23 Approved
2571 3079 2019-11-12 Approved