Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2366
Database ID: 2136
Record Series Title: WPC (Water Pollution Control) Active/Inactive Permit Files
Record Series Abstract: This series will combine active and inactive records into one RDA to maintain a consistent records retention practice and ensure staff has a better understanding of the records retention. Revising WPC Active Permit Files RDA 2366 to include: WPC Inactive Permit Files RDA 2352; WPC Active Storm Water Permits RDA 2399; WPC Inactive Storm Water Permits RDA2400 and Sludge Records RDA 2865 will provide consistent retention of records with the same retention. National Pollutant Discharge Elimination System (NPDES) (CN-0759), Notice of Intent for General NPDES,for Storm Water Discharges from Construction Activities (CN-0940), Compliance Inspection for General NPDES Permit for Storm-water Discharges from Construction Activities (CN-1067), General NPDES Permit for Industrial Storm Water Compliance Inspection (CN-1068), Water Pollution Permit Contact Information (CN-1090), Notice of Intent Tennessee Multi-Sector General Permit (TMSP) (CN-1108), Annual Storm water Monitoring Report for Storm Water Discharges Associated with Industrial Activity under Tennessee Multi-Sector General Permit (TMSP) (CN-1115), Concentrated Animal Feeding Operation (CAFO) State Operating Permit (SOP)s Application Notice of Intent (NOI) (CN-1147), Construction Storm Water Inspection Certification (twice weekly inspections) (CN-1173), Notice of Intent of Contact Aquatic Herbicides (CN-1174), Notice of Termination(NOT) for General NPDES Permit for Storm Water Discharges from Construction Activities (CGP) (CN-1175),Agronomic application Rate Calculations Based on Nitrogen(N) (CN-1179), Notice of Intent(NOI) Ready Mixed Concrete Facility (CN-1216) Notice of Intent Underground Storage Tank (UST) Remediation (CN-1217), NOI Water Treatment Plant Discharge Permit (CN-1225), Storm Water Pollution Prevention Plan (SWPPP)Residential for. Single Family (CN-1249), Application for State Operating Permit (SOP) (CN-1251), NOI for Discharges of Hydrostatic Test Water (CN-1262), Inter-Basin Water Transfer Report (CN-1336), Qualifying Local Program (QLP) Enforcement Assistance Request (CN-1373), Qualifying Local Program (QLP) Application (CN-1374), Qualifying Local Program (QLP) Notice of Intent (NOI) for Construction Storm-water NPDES Permit Coverage (TNCGP) (CN-1375), Notice of Termination (NOT) for General NPDES Permit for Storm water Discharges from Construction Activities (CGP) Located within Qualifying Local Program (QLP) (CN-1376) and related correspondence. Deleted (CN-0941), (CN-0948), (CN-0947). (CN-1179). Combining RDA 2366 WPC-Active Permit Files, RDA2399 WPC-Active Storm Water Permit Files. RDA 2352 WPC Inactive Permit Files, RDA 2400 WPC Inactive Storm Water Files and RDA 2865 Sludge Records (Biosolids Management). Revision of RDA 2366 will allow deletion of RDA 2399. RDA 2352, RDA 2400, and RDA 2865. Name change to Water Pollution Active/Inactive Files
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When the permit is no longer subject to active regulation (inactivation, terminated or expired and not administratively continued)
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The files are to be cut off When the permit is no longer subject to active regulation (inactivation, terminated or expired and not administratively continued). The files will be maintained in agency for 5 years, then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2137
Record Location: 11th floor, TN Tower
File Arrangement: Numerical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2002 to current
Annual Accumulation: 4 cubic feet,20 gigabytes
Current Volume: 15 cubic feet ,100 gigabytes
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 4
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Environmental Protection Agency
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
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: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Division of Water Resources - Water Pollution Control -
IT-ABC Number: BGWFB-3
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) 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: OIR maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources
Metadata Description: Standard NTFS metadata for files. Name, Item type, Date created, Date modified, Date Accessed, Size, Attributes, and Owner.
Contact Information
Contact Name: Shonquita Parrish
Job Title: TDEC Records Officer
Address 1: 10th floor, TN Tower
Address 2: 312 Rosa L. Parks Ave.
City: Nashville
Zip: 37243
Phone: 615-741-8894
Email: Shonquita.M.Parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau
Director: Tisha Calabrese
Allotment Code: 327.34
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 05-19-2016 No recommended changes
Tennessee State Libary and Archives: 05-19-2016 No recommended changes
Comptroller Audit Review: 2016-05-20 We have reviewed RDA 2366 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-20-2016 Thank you
RMD Director Recomendations: 05-23-2016 RDA 2366 is a request to revise an RDA. The retention period will remain five years and the format paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2366.
Signed Form Received: 2016-05-23
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 2366
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
814 2366 2013-10-04 Approved with Changes
2136 2366 2016-06-22 Approved