Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11005
Database ID: 1843
Record Series Title: APC (Air Pollution Control) Enforcement Files
Record Series Abstract: Documentation related to enfocement of APC Rules and regulations. Violations, penalty documentation, Orders, correspondence to and from the afflicted facility/person, and field notes.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Final legal action, then maintain 5 years and destroy.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Original documents are sent to the companies in violation. Agency maintains a copy of the original documentation. Paper record will be destroyed after verification of electronic data. Agency will maintain the electronic file for the remainder of the 5 year retention period after final legal action and then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1827
Record Location: TN Tower 15th floor, Nashville, TN
File Arrangement: Numerical
Media Format Generated: Both
Media Format Stored: Electronic: Text
Date Range: 2007 to current
Annual Accumulation: 12 cubic feet Approximately 2 gigabytes
Current Volume: 60 cubic feet Approximately 12 gigabytes
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 150
Past Year: 100
2 - 5 Years: 20
Over 5 Years: 2
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Environmental Protection Agency
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: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 4-5-319 Agency Records, 3years
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Division of Air Pollution Control - Smog Log
IT-ABC Number: BGABG-6
Hardware Description: Oracle NAS (Networked Attached Storage) managed by OIR. Raid 6 system with 40 TerraBytes of space. OIR Fiber SAN managed by OIR. This is the OIR mandated storage medium and backed up through Enterprise Backups.
Software Description: Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System) Expected to use PDF and TIFF file formats. Oracle Exports and Hot online backups are used to backupthe data SAN storage from where it is backed up to the Enterprise backups. Expected to use DOC, DOCX, XLS, XLX, PDF, and TIFF file formats.
System Location: OIR Data Center South
Backup Procedures: NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored off-site for seven years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to seven years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files are done on weekends.
Disaster Recovery: Recovery Procedure: Helpdesk tickets to OIR as "Priority 1" can restore file(s) in 2 hours time if restoring to a point within the past 31 days. If later (as tapes must come from off-site) expected "Priority 1" recovery time is 5 hours. Major Disaster Recovery: OIR has a written policy on how to handle major disaster recovery. In summary: Order new hardware if required. Receive, configure and verify setup and connect ability. Install required software to restore from image files and/or tapes. Inventory media and image files, restore.
Data Migration Description: Select users in each agency, along with (temporarily) General Services personnel, have the ability to scan and write documents to the NAS. Managed by Active Directory Groups.
Metadata Description: Windows Extended Attributes: filename, format, creation time and date, last modified time and date, and owner/creator are all available.
Contact Information
Contact Name: Christi Poston
Job Title: TDEC Agency Records Officer
Address 1: 10th Floor, TN Tower
Address 2: 312 Rosa Parks Avenue
City: Nashville
Zip: 37243
Phone: 815 532-8816
Email: Christi.A.Poston@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau
Director: Barry Stephens
Allotment Code: 327.32
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-22-2013 No recommended changes.
Tennessee State Libary and Archives: 08-27-2013 No recommended changes.
Comptroller Audit Review: 2013-09-05 We have reviewed RDA 11005 from an audit standpoint. We recommend changing the retention period to 5 years.
Agency: 09-05-2013 Accept Audit's recommendation to retain five years.
RMD Director Recomendations: 09-07-2013 Recommend approval with the retention changed to five years. This will require changing the 3 years to 5 years under the Total Retention, Cut Off description, Disposition Notes, and Agency Retention.
Signed Form Received: 2013-09-05
PRC Meeting Date: 10-04-2013
PRC Comments: Changed Total Retention: 5 years Cut Off Description: Final legal action, then maintain 5 years and destroy. Disposition Notes: Original documents are sent to the companies in violation. Agency maintains a copy of the original documentation. Paper record will be destroyed after verification of electronic data. Agency will maintain the electronic file for the remainder of the 5 year retention period after final legal action and then destroy. Agency Retention: 5 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1843 11005 2013-10-04 Approved with Changes