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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11079
Database ID: 1983
Record Series Title: ECD Closings Database
Record Series Abstract: The Closings database captures business layoffs and closures, the time frame those are occurring, the geography (city/county) that they are occurring, and the industry that they are occurring in. We track down their industry codes so that we can analyze layoff/closure trends over different time frames, industries, and in what part of the state these occur. The information is requested in prospect RFIs that come in quite frequently and other data requests.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The Closings Database is a valuable tool for analyzing closure and layoff data and is requested on many requests for information for companies considering growing their operations in Tennessee. Also, it is a tool utilized in the diligence process of reviewing companies submitting applications for incentives to ECD's Grant and Loan Committee. Once this RDA is approved, this database will be copied to a delimited text file for a backup to a highly confident format. This will continually be done every calendar year as well. Records are maintained electronically on the Closings Database permanently in agency.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1984
Record Location: 312 Rosa L Parks Avenue, TN Tower, 26th Floor
File Arrangement: Alpha
Media Format Generated: Electronic
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: January, 1990 to Current
Annual Accumulation: .25 MB
Current Volume: 5 MB
Record Value: Administrative, Historic
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 20
2 - 5 Years: 20
Over 5 Years: 20
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Brookings Institute, Chambers of Commerce, Local ED Partners
Essential Record: Yes - Original
Essential Record Stored: Microsoft File Server located at the State of Tennessee Data Center
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Migrate to Electronic Data
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Tennessee Unified Economic Data System (TUEDS) CRM
IT-ABC Number:
Hardware Description: Microsoft Windows VMware Virtual Server Environment
Software Description: Microsoft Dynamics CRM
System Location: Microsoft Windows VMware Virtual Server Environment located at the State of Tennessee South Data Center
Backup Procedures: Nightly SQL Server incremental back up, weekly full back up on Friday night, monthly full backup on last Friday of the month. Magnetic tape, and the tapes are stored off-site at Iron Mountain back up storage facility.
Disaster Recovery: The TUEDS(CRM) environment has the platinum level disaster recovery enabled for the three server environment. If data becomes lost or corrupted, a RFS will be submitted to OIR requesting a data restoration from the server image backups and/or tapes containing the lost or corrupted data to its original location on the respective database server.
Data Migration Description: All Microsoft Office and SQL database products allow for data files to be automatically upgraded to new version of software by opening and choosing to convert files on the first open with the new software versions.
Metadata Description: Closings Database, Perpetual Retention Period, .mdb
Contact Information
Contact Name: Kathy Diane Jenkins
Job Title: Records Officer
Address 1: 312 Rosa L Parks Avenue
Address 2: TN Tower, 23rd Floor
City: Nashville
Zip: 37243
Phone: 615/532-1712
Email: kathy.jenkins@tn.gov
Agency: Dept. of Economic and Community Development
Agency Head: Bill Hagerty
Director: Sally Haar
Allotment Code: 3300105220
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 11079 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-10-2014 No recommended changes
RMD Director Recomendations: 11-12-2014 RDA 11079 is a request for a new RDA. The retention period will be permanent in electronic form. Recommend approval of RDA 11079.
Signed Form Received: 2014-11-12
PRC Meeting Date: 12-02-2014
PRC Comments: RDA 11079 is approved by PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1983 11079 2014-12-02 Approved