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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10034
Database ID: 1310
Record Series Title: Tennessee Online Purchasing System (TOPS) Legacy Data
Record Series Abstract: The TOPS system was decommissioned in 2011. The files maintained include: contracts, approval data and all supporting documentation for contracts – such as letters, memos, emails, including working papers; inactive agency buyer information; requisition information; denials; appeal hearing documents; photos, etc. Also, vendor complaint files that result in vendor suspension or default/debarment, including contracts, letters, memos, emails, working papers, appeal hearing documents, photos. Inactive text information referenced by requisition, solicitation and commodity databases, including terms and conditions, delivery instructions and specifications.
Record Series Active: No
Cut Off at End of: Other
If Other, Explain: These files are to be cut off at the termination or expiration of the contract. The TOPS System files became inactive in 2011.
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: These files are inactive and are awaiting expiration of retention. At the end of the retention period, these files may be destroyed. Records are kept until cut off and retained for 6 years. All contract data will be removed from the TOPS System as of 2024.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1310
Record Location: 312 Rosa L. Parks Avenue, Tennessee Tower, 3rd Floor.
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: From inception of TOPS to 2011
Annual Accumulation: No longer being generated
Current Volume: 5GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 years
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 6 years
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Ag0319006uf012 (NAS Drive)
IT-ABC Number:
Hardware Description: Oracle NAS storage
Software Description: Oracle NAS appliance
System Location: Data Center North-Primary
Backup Procedures: An incremental backup is taken once a day and maintained for one month. A full backup is taken once a month and sent offsite for 7 years. Backups are straight to tape.
Disaster Recovery: Backup media is stored at Iron Mountain. "Restore" process is via a Help desk ticket. If its 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. There is a cost for an emergency delivery.
Data Migration Description: End of Life system waiting on destruction date.
Metadata Description: Name, title, contract number.
Contact Information
Contact Name: Charissa Taylor
Job Title: Procurement Support Assistant
Address 1: 312 Rosa L. Parks Avenue, 3rd Floor
Address 2: William R. Snodgrass TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-9491
Email: Charissa.Taylor@tn.gov
Agency: Dept. of General Services
Agency Head: Robert E. Oglesby, Commissioner
Director: Shannon Howell
Allotment Code: 32110
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-02-2017 No recommended changes.
Tennessee State Libary and Archives: 02-02-2017 No recommended changes.
Comptroller Audit Review: 2017-02-06 We have reviewed RDA 10034 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-06-2017 Agency concurs with comments from RMD and TSLA.
RMD Director Recomendations: 03-07-2017 RDA 10034 is a request to revise an RDA. The retention period will change from seven years to six years and destroy. The retention will change to paper/electronic. The records series is no longer active but contains legacy data. The Title, Abstract, Cut Off, Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 10034.
Signed Form Received: 2017-03-07
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 10034
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1310 10034 2017-03-28 Approved