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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10085
Database ID: 1356
Record Series Title: COLLECTIONS MANAGEMENT SYSTEM
Record Series Abstract: These records are about the artifacts in the state's collections. Records include: gift contracts, invoices and etc., where they are located, what conditions they are in, insurance values of the collections, and a description of the collections. Insurance value records are in electronic format only.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon creation of entry
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Once the records of the artifacts are no longer in exhibits, the records are kept in agency permanently. Records are generated in paper format but scanned into electronic format. The electronic formats are stored on their ARGUS system which is backed up by OIR's server. Both formats are retained permanently in agency.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1356
Record Location: In agency. 505 Deaderick St. Nashville, TN 37243
File Arrangement: Numeric
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 1848- Current
Annual Accumulation: 3 cu. ft./5 GB
Current Volume: 30 cu. ft./50 GB
Record Value: Administrative, Fiscal, Historic, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 365
2 - 5 Years: 730
Over 5 Years: 1825
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: Share records with other states and the public.
Essential Record: Yes - Original
Essential Record Stored: In agency.
Essential Record Media Type: Paper
Confidential: FALSE
Confidential Legal Citation: N/A
Media Recommendation: Current Format
Media Recommendation Other: N/A
Agency Retention: Permanently
Agency Retention - Years Active: N/A
Agency Retention - Years Inactive: N/A
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: T.C.A. 4-12-101
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Argus
IT-ABC Number: AF27ACMU2
Hardware Description: Windows VM application server and Shared SOL database VM
Software Description: TSM hardware environment is managed by Data Center
System Location: Servers are located in the south data center
Backup Procedures: follow normal STS process-nightly backup for changes; monthly full backup. 30 days kept onsite at STS. Sent to offsite storage for previous months.
Disaster Recovery: Solution can be recovered from most recent backup.
Data Migration Description: Vendor completed data migration from physical server and installed data on current infrastructure in 2014.
Metadata Description: Author, File Name and Date Created. Parameters established by Lucidea Corp. of Vancouver, B.C.
Contact Information
Contact Name: Lee Bailey
Job Title: Records Officer
Address 1: 505 Deaderick St.
Address 2:
City: Nashville
Zip: 37243
Phone:
Email: e.lee.bailey@tn.gov
Agency: TN State Museum
Agency Head: Lois Riggins-Ezzell
Director:
Allotment Code: 31627
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-29-2016 No recommended changes.
Tennessee State Libary and Archives: 10-07-2016 No recommended changes.
Comptroller Audit Review: 2016-09-30 We have reviewed RDA 10085 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-13-2016 We concurs
RMD Director Recomendations: 10-13-2016 RDA 10085 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 10085.
Signed Form Received: 2016-10-13
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 10085.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1356 10085 2016-11-03 Approved