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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11211
Database ID: 2250
Record Series Title: Elections - Restoration of Voting Rights
Record Series Abstract: Restoration of Voting Rights (SS-3041)Copy of form; Original form filed in the county where the voter lives; Letter generated by Elections Division and sent to the county
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Date of restoration
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The original form is filed in the county where the voter lives the letter generated by Elections Division is sent to the county. Records are received and maintained in paper and digital format. After cut off records will be retained for 5 years then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2251
Record Location: 312 Rosa L. Parks Ave, 7th Floor
File Arrangement: By county
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2010-current
Annual Accumulation: 4 - 6 cubic feet; 2 gb
Current Volume: 4 - 6 cubic feet; 2 gb
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 5
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: Elections Division - 312 Rosa L. Parks Ave., 7th Floor
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Tenn. Code Ann. § 2-2-139
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: Elections Division - 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 11211 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 11211 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 11211 with the following changes: total Retention: 5 years Disposition Notes: The original form is filed in the county where the voter lives the letter generated by Elections Division is sent to the county. Records are received and maintained in paper and digital format. After cut off records will be retained for 5 years then destroyed by state approved methods. Agency Retention: 5 years
Signed Form Received: 2017-04-03
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11211 with recommended Director changes.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
2250 11211 2017-09-07 Approved with Changes
2465 11211 2018-10-30 Approved