Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10010
Database ID: 1292
Record Series Title: Forms Justification and Approval Files
Record Series Abstract: This Record Series covers records generated by the agency as a result of the request by Departments for the creation/approval of Forms. This record series consist of, but not limited to Forms Justification and Approval Requests, samples of the forms submitted by the requesting agency, and associated reports generated to track forms management information.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Form Approval Date
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The Records will be maintained in Agency, and are generated in paper and electronic format. Both paper and electronic records will be destroyed in accordance with State approved methods, and the cut-off of this RDA.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1292
Record Location: Andrew Jackson, Basement Floor
File Arrangement: Fiscal Year
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1977 - CURRENT
Annual Accumulation: Paper: 1.5 cu.ft.; Electronic: 1.5 GB
Current Volume: Paper: 7 cu.ft.; Electronic: 10.5 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 4
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Andrew Jackson, Basement Floor
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Until Form is approved for deletion
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 4-25-101 - 4-25-108
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: (\\AG03SDCWF00525\\) BA NASH
IT-ABC Number: None
Hardware Description: Solaris 10 Master Server
Software Description: Netbackup 6.5.6 backup software
System Location: Data Center North-Primary, Data Center South for secondary (copy 2 for AG03SDCWF00525)
Backup Procedures: Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday-Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup AG03SDCWF00525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups
Disaster Recovery: Backup media is stored at Iron Mountain "Restore" process is via a Help desk ticket. If it is older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency, then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. The cost for an emergency run is $150.00.
Data Migration Description: The PMSD Records will be scanned into PDF format and will be placed into a separate, controlled folder on the DGS shared drive. The folder will be restricted and will be backed up on a regular basis. The electronic version of the files will be accessible and maintained by the DGS PMSD staff. DGS PMSD will follow internal procedures in creation, access and modification of the electronic records. The electronic version of the PMSD Forms Justification and Approval Files will be destroyed in accordance with the above retention period.
Metadata Description: The data sets related to these files are, but not limited to File Name, File Date, File Type, Excel, Word, Text, PDF Images, MS Project Files, pictures,Image Files (TIFF, DWG etc.)
Contact Information
Contact Name: Lisa Hudson
Job Title: Administrative Assistant
Address 1: 312 Rosa L. Parks Avenue
Address 2: William R. Snodgrass TN. Tower
City: Nashville
Zip: 37243
Phone: 615-741-4198
Email: lisa.j.hudson@tn.gov
Agency: Dept. of General Services
Agency Head: Robert E. Oglesby, Commissioner
Director: Vicky Goodin
Allotment Code: 32109
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-10-2017 No recommended changes.
Tennessee State Libary and Archives: 08-10-2017 No recommended changes.
Comptroller Audit Review: 2017-08-10 We have reviewed RDA 10010 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-11-2017 Agency concurs with no needed changes on RDA. Thank you
RMD Director Recomendations: 08-17-2017 RDA 10010 is a request to revise an RDA. The retention period will increase from 0 months to five years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10010.
Signed Form Received: 2017-08-16
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 10010.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1292 10010 2017-09-07 Approved