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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10117
Database ID: 1385
Record Series Title: ACME Transaction Records
Record Series Abstract: Record series contains trade information and activity of the State Pooled Investment Fund (SPIF), including, but not limited to: daily cash transactions, ACH files, and authorized bank destination files.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: There is a daily cutoff date; data is maintained permanently.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Information is kept electronically in an agency database. Data is maintained permanently to comply with IRS guidelines and audit requirements.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1385
Record Location: Andrew Jackson Building, 13th floor
File Arrangement: alpha and numeric
Media Format Generated: Electronic
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: 1996 to current
Annual Accumulation: 100 Megabyte electronic
Current Volume: 1 Gigabyte electronic
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 10
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: IRS
Essential Record: Yes - Original
Essential Record Stored: essential record stored electronically in agency database
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation: N/A
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: permanent
Agency Retention - Years Active: permanent
Agency Retention - Years Inactive: N/A
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ACME
IT-ABC Number:
Hardware Description: ACME is a client side application. The Database is in Oracle 10g and resides in the OIR Shared Oracle environment.
Software Description: The database resided on an Oracle 10g server in the OIR Shared Oracle environment
System Location: OIR Shared Oracle environment in Data Center South
Backup Procedures: OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR’s South Data Center is to mirror the information at OIR’s North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766
Disaster Recovery: OIR conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR’s North Data Center for both operations and data. If both OIR’s South Data Center and OIR’s North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description: Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Treasury Records Officer and the Treasury IT Staff. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform.
Metadata Description: Record series contains trade information and activity of the State Pooled Investment Fund (SPIF), including, but not limited to: daily cash transactions, ACH files, and authorized bank destination files. This is a dynamic Oracle Database, and the data resides in an Oracle .dbf format. Content Size: 1 GB Location: South Data Center, located in Smyrna
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: Andrew Jackson Building, 14th floor
Address 2: 502 Deaderick St.
City: Nashville
Zip: 37243
Phone: (615) 253-8757
Email: janice.patton@tn.gov
Agency: Dept. of Treasury
Agency Head: David H. Lillard, Jr.
Director: Mary Griffin
Allotment Code: 309
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-26-2015 No recommended changes.
Comptroller Audit Review: 2014-02-27 We have reviewed RDA 10117 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 Agency concurs.
RMD Director Recomendations: 03-04-2015 RDA 10117 is a request to revise an RDA. The retention period will change from thirty years to permanent years and the format will be electronic. Recommend approval of RDA 10117.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1385 10117 2015-03-30 Approved