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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11058
Database ID: 2161
Record Series Title: Correctional Card
Record Series Abstract: Records series includes but is not limited to: correctional card, letter of approval or denial, memo of correctional officer certification, Request for Correctional Officer Firearm State Identification Card (SS-7036).
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When Correctional Card is returned to agency.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper record is scanned electronically; once verified the paper is then destroyed. Records are kept on state server until correctional card is returned to the agency; records are then kept for 5 years and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2162
Record Location: 312 Rosa L. Parks Ave.
File Arrangement: Alpha, by last name
Media Format Generated: Paper
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: 2002-current
Annual Accumulation: .5 cubic feet, .076 GB
Current Volume: 3 cubic feet, .379 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 50
Past Year: 20
2 - 5 Years: 20
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive: 5 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
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: Content Subject, Date Created, Format and Content Size
Contact Information
Contact Name: Cody Ryan York
Job Title: Director of Publications
Address 1: 312 Rosa L. Parks Ave.
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-2650
Email: Cody.York@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director:
Allotment Code: 30500
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 10-06-2016 No recommended changes
Tennessee State Libary and Archives: 10-07-2016 No recommended changes.
Comptroller Audit Review: 2016-10-07 We have reviewed RDA 11058 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-10-2016 Thank you.
RMD Director Recomendations: 10-18-2016 RDA 11058 is a request to revise an RDA. The retention period will remain five years and the format will be paper/electronic. The Abstract and Worksheet have been updated. Recommend approval of request to revise RDA 11058.
Signed Form Received: 2016-10-18
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 11058.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1943 11058 2014-09-10 Approved
2161 11058 2016-11-03 Approved