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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11216
Database ID: 2241
Record Series Title: Elections - Federal Election Ballot Approval
Record Series Abstract: Ballots are sent to the coordinator of elections from the 95 county election commissions for approval. The ballots may be examined to determine content of the ballot, names of candidates on ballot, date of the election, and other purposes.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: From the date of a federal election
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The ballots are received in paper and digital format, ballots will be stored in received format. The paper ballots are stored in a file cabinet by county for each election and ballots received in digital format will be kept on the state server. Once ballots are approved by the division the approved ballot is sent back to the county to retain. After cut off records will be retained for five years and then destroyed by state approved methods. Agency Retention: 5 Years
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2243
Record Location: 312 Rosa L. Parks Ave. 7th Floor
File Arrangement: In alphebetical order by county
Media Format Generated: Both
Media Format Stored: Paper: Sheet
Date Range: 2014 to current
Annual Accumulation: 6 - 7 cubic feet; 1 gb
Current Volume: 6 - 7 cubic feet; 1 gb
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 12
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: Elections Division Office
Essential Record Media Type: Paper
Confidential:
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Tenn. Code Ann. § 2-8-108
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Departmental File Server \\
IT-ABC Number:
Hardware Description: Departmental Storage Array; HP SAN/NAS, HP DL Servers
Software Description: Windows File Server; Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location: Division of Elections - 312 Rosa L. Parks Ave., 7th Floor
Backup Procedures: Departmental Storage Backup & Recovery Solution; 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: Departmental Storage Backup & Recovery Solution; 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: Amy Gregory
Job Title: Administration Services Assistant 3
Address 1: 312 Rosa L. Parks Ave., 7th Floor, William R. Snodgrass Tennessee Tower
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-7956
Email: amy.gregory@tn.gov
Agency: Secretary of State
Agency Head: Secretary of State Tre Hargett
Director: Mark Goins
Allotment Code: 3050107400
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-02-2017 No recommended changes.
Tennessee State Libary and Archives: 03-03-2017 No recommended changes.
Comptroller Audit Review: 2018-03-22 We have reviewed RDA 11216 from an audit standpoint. We recommend changing the retention period to 5 years or provide appropriate justification for a shorter retention period to State Audit for review.
Agency: 04-06-2018 We concur with changing retention to 5 years.
RMD Director Recomendations: 04-09-2018 RDA 11216 is a request to create an RDA. The retention period will be five years and destroy as per the recommendation from the Audit Division. The format will be paper/electronic. Recommend approval of request to create RDA 11216 with the following changes: Total Retention: 5 Years Disposition Notes: The ballots are received in paper and digital format, ballots will be stored in received format. The paper ballots are stored in a file cabinet by county for each election and ballots received in digital format will be kept on the state server. Once ballots are approved by the division the approved ballot is sent back to the county to retain. After cut off records will be retained for five years and then destroyed by state approved methods. Agency Retention: 5 Years
Signed Form Received: 2018-04-09
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 11216 with following changes: Total Retention: 5 Years Disposition Notes: The ballots are received in paper and digital format, ballots will be stored in received format. The paper ballots are stored in a file cabinet by county for each election and ballots received in digital format will be kept on the state server. Once ballots are approved by the division the approved ballot is sent back to the county to retain. After cut off records will be retained for five years and then destroyed by state approved methods. Agency Retention: 5 Years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
2241 11216 2018-04-25 Approved with Changes
2467 11216 2018-10-30 RDA Retired