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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1200
Database ID: 215
Record Series Title: Consumer Services Files
Record Series Abstract: Files consist of Customer Complaint Files: complaints from utility customers, reports from utility companies, follow-up and closing reports from the utility service division investigator; Do Not Call Solicitation Complaint Form: Form 00-0380 (rev 05-02) - used by consumers to file a formal complaint; Do Not Fax Complaint Form: Ps 0387 do not fax complaint form - used by consumers to file a formal complaint; Tennessee Solicitor Registration Application: Form 0376 (rev 04-01) - used by companies to register to receive the do not call register; Telecommunications Device Access Program: Form#ps-0366 (rev. 8/04) personal documentation (i.e. copies of driver's license, photo i.d.utility bills, voters registration cards), copies of income records (bank statements, checks & employment checks, lifeline application with income verification
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are received as paper then scanned into digital format within 7 days of receipt. Upon verification of images the paper record is destroyed and electronic image is stored for the remainder of retention period.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 215
Record Location: 460 James Robertson Parkway
File Arrangement: Chronologically
Media Format Generated: Paper
Media Format Stored: Electronic: Text
Date Range: 1996 - current
Annual Accumulation: .775 GB
Current Volume: 2.475 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 40
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Same
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 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: TRA Consumer Services Utility Complaint Database
IT-ABC Number: None
Hardware Description: Records are stored on a HP Proliant ML370 G5 file server utilizing RAID 5 storage. Access is through Windows XP or Windows 7.0 workstations.
Software Description: Adobe Acrobat XI is used to produce the record. File is stored on a Windows 2003 file server, NTFS file system. Files are indexed in an Access 2010 database and retrieved via HTML.
System Location: Tennessee Regulatory Authority, 460 James Robertson Parkway. Ground Floor.
Backup Procedures: Records are backed up using the GFS tape rotation scheme. Tape drive is a HP LTO III drive. Records are backed up daily. Tapes are stored on site with at least one daily, one weekly, and all monthly stored off site.
Disaster Recovery: Either the on site or off site tape would be recovered and the records restored to the recovered file server or a new file server.
Data Migration Description: Records are scanned using industry standard Adobe Acrobat. The TRA will continue to upgrade Adobe as new versions emerge. PDFs can be converted to other formats if necessary. Documents are stored locally but could be migrated to any storage location/medium if required. Indexing databases are maintained in MS Access but will be migrated to SQL Lite if necessary.
Metadata Description: Meta data collected consists of file name, file creation date, file modify date, Application, and PDF format.
Contact Information
Contact Name: Sharla Dillon
Job Title: Dockets and Records Manager
Address 1: 460 James Robertson Parkway
Address 2:
City: Nashville
Zip: 37243-0505
Phone: 615-741-2904 x136
Email: sharla.dillon@tn.gov
Agency: Tennessee Public Utility Commission
Agency Head: Earl Taylor
Director: Lisa Cooper
Allotment Code: 316.11
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2013 No legal citation provided or attached. Based on provided sample, RMD believes there may be corresponding legislation.
Tennessee State Libary and Archives: 10-08-2013 TSLA concurs with RMD comment.
Comptroller Audit Review: 2013-10-30 We have reviewed RDA 1200 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-05-2013 TCA 65-4-405 outlines the program but does not specify any specific retention period. The agency keeps the files for 10 years based on administrative reasons.
RMD Director Recomendations: 11-05-2013 RDA 1200 is a request to revise an existing RDA. Retention period will change from 5 years to 10 years. Changing format to store electronic version on servers rather than paper. Recommend approval of RDA 1200.
Signed Form Received: 2013-11-05
PRC Meeting Date: 11-20-2013
PRC Comments: Approved
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
215 1200 2013-11-20 Approved
2444 1200 2018-10-30 Approved