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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11081
Database ID: 1965
Record Series Title: Temporary Captured Media
Record Series Abstract: "Temporary Records", is defined at T.C.A § 10-7-301(13)as: "material which can be disposed of in a short period of time as being without value in documenting the function of an agency. Temporary records will be scheduled for disposal by requesting approval from the public records commission [PRC] utilizing a records disposition authorization [RDA]." Video, audio and still photography captured and produced by secretary of state employees for the use of the office of secretary of state and which do not meet quality standards (blurry, out of focus, etc.) are temporary and to be removed at the discretion of the creator and/or staff. Any media that is not disposed of will be covered under RDA 11080
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are cut off when no longer of administrative value to the division.
Total Retention: 0 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are removed as they are deemed to be below acceptable standards and not fit for current or future use.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1940
Record Location: 312 Rosa L. Parks Ave
File Arrangement: alpha/numeric
Media Format Generated: Electronic
Media Format Stored: Electronic: Other
Date Range: Current
Annual Accumulation: 0
Current Volume: 0
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 0
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. § 10-7-301(13)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IE1819008WN002
IT-ABC Number:
Hardware Description: HP SAN/NAS, HP DL Servers
Software Description: Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location: TN Tower, 7th Floor Server Room – Replicated to Secretary of State Disaster Recovery Site
Backup Procedures: Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape). Physical backup tapes sent off site to Iron Mountain Vault.
Disaster Recovery: In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description: The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
Metadata Description: File Name, File Date, File Type
Contact Information
Contact Name: Cody Ryan York
Job Title: Publications Director
Address 1: 312 Rosa L. Parks Avenue
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-4564
Email: cody.york@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director:
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 11-06-2014 No recommended changes.
Tennessee State Libary and Archives: 11-06-2014 No recommended changes.
Comptroller Audit Review: 2014-11-10 We have reviewed RDA 11081 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 01-21-2015 Thank you.
RMD Director Recomendations: 03-04-2015 RDA 11081 is a request for a new RDA. The records series is a temporary record and will be retained for administrative value and then destroyed. Recommend approval of RDA 11081.
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
1965 11081 2015-03-30 Approved
2181 11081 2016-11-03 RDA Retired