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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11212
Database ID: 2249
Record Series Title: Elections - Petitions
Record Series Abstract: Petitions for federal offices are stored in the Division of Elections for both the office of the Coordinator of Elections and the office of the State Election Commission. The petitions may be examined for candidate name, candidate address or other candidate contact information.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Election date
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated and maintained in paper or electronic format. Records are retained until cut off. After 5 years records are destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2250
Record Location: 312 Rosa L. Parks Ave. 7th Floor
File Arrangement: By election day, office on the ballot and candidat
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2012-current
Annual Accumulation: 3-4 cubic feet; 1 gb
Current Volume: 6 - 7 cubic feet; 1gb
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 - Original
Essential Record Stored: Elections Division Office
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: Federal petitions - 5 years from the date of the election
Agency Retention - Years Active: 5
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Tenn. Code Ann. § 2-8-108 requires petitions for federal elections to be preserved for 22 months from the date of the election
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. I
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: Allison Boshears
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: allison.boshears@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 Recommend 5 year retention per Comptroller Audit recommendation. Otherwise, no recommendations.
Tennessee State Libary and Archives: 03-03-2017 Concur in RMD comments.
Comptroller Audit Review: 2017-03-06 We have reviewed RDA 11212 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 03-07-2017 We concur with the recommendation.
RMD Director Recomendations: 04-19-2017 RDA 11212 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. The agency originally requested a four year retention but agreed to the Comptroller\\\'s recommendation of five years. Recommend approval of request to create RDA 11212 with the following changes: total Retention: 5 years Disposition Notes: Records are generated and maintained in paper or electronic format. Records are retained until cut off. After 5 years records are destroyed by state approved methods. Agency Retention: Federal petitions - 5 years from the date of the election
Signed Form Received: 2017-04-03
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11212 with director changes.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2249 11212 2017-09-07 Approved
2464 11212 2018-10-30 Approved
2587 11212 2019-11-12 Approved