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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11138
Database ID: 2059
Record Series Title: Opinions and Other Statutory Records
Record Series Abstract: Formal opinions issued by the Office of Open Records Counsel required by statute to appear on the web. Additionally, the forms and guidelines required to be issued by the Office, including the Annual Report.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 25 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are stored electronically and should be destroyed in accordance with state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2062
Record Location: Comptroller Open Records Drive
File Arrangement: by folder, alpha
Media Format Generated: Electronic
Media Format Stored: Electronic: Other
Date Range: 2008 to current
Annual Accumulation: 2 gb
Current Volume: 8.53 gb
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 200
Past Year: 200
2 - 5 Years: 200
Over 5 Years: 20
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Open Records Drive
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 25 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA Sections 8-4-601 and 604 TCA Section 10-7-503 (a)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: agency network server IG02WF10
IT-ABC Number:
Hardware Description: shared folder (CIFS) on our EMC VNX (like a SAN/NAS)
Software Description: Stored on File Servers with appropriate folders.
System Location: Cordell Hull Building
Backup Procedures: Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR site.
Disaster Recovery: The recovery goal for File Storage Servers - 8 hours
Data Migration Description: Data store on File Servers with appropriate document extension.
Metadata Description: Formal opinions issued by the Office of Open Records Counsel required by statute to appear on the web. Additionally, the forms and guidelines required to be issued by the Office, including the Annual Report. Word, Excel, PDF, and other types of documents
Contact Information
Contact Name: Lee Pope
Job Title: Open Records Counsel
Address 1: 4th Floor
Address 2: 425 5th Ave N
City: Nashville
Zip: 37243
Phone: 615-401-7825
Email: open.records@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Stephanie Maxwell
Allotment Code: 30701
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-16-2015 No recommended changes.
Tennessee State Libary and Archives: 09-16-2015 No recommended changes.
Comptroller Audit Review: 2015-09-11 We have reviewed RDA 11138 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-16-2015 no changes
RMD Director Recomendations: 09-22-2015 RDA 11138 is a request for a new RDA. the retention period will be twenty-five years and destroy. The format will be paper/electronic. Recommend request for new RDA 11138 be approved.
Signed Form Received: 2015-09-21
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 11138.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2059 11138 2015-10-13 Approved