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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2853
Database ID: 2409
Record Series Title: Drinking Water Program Water Systems Disinfection, and Chemical Monitoring Reports
Record Series Abstract: CN-0758 Chemical Analysis Report-Inorganics, CN-0777 Chemical Analysis Report-Halo Acetic Acids & Total Trihalomethanes, CN-0778 Chemical Analysis Report-Secondary's, CN-0782 Chemical Analysis Report-Regulated Organic Chemicals, CN-0861 Chemical Analysis Report-Regulated Volatile Organic Chemicals, CN-0862 Chemical Analysis Report-Unregulated Organic Chemicals, CN-0985 Monthly Disinfection Summary for Filtration Systems, CN-0986 Monthly Turbidity Summary for Filtration Systems, CN-0987 Lead & Copper Analysis Report, CN-1048 Chemical Analysis Report-Inorganic Chemicals-Nirtrate & Nitrite, CN-1049 Chemical Analysis Report-Asbestos, CN-1102 Chemical Analysis Report-Gross Alpha, CN-1104 Chemical Analysis Report-Gross Beta, CN-1196 Individual Filter Turbidity Exceedance Report, CN-1197 Disinfection By Products Quarterly Report, CN-1198 Total Organic Carbon & Enhanced Coagulation Report, CN-1200 Interim Enhanced Surface Water Treatment Rule Filter Performance Test, CN-1201 Disinfection Monitoring Report, Sanitary Surveys, Notice of Violations, Enforcement, Corrective Action Plans, Emergency Operation Plan, Laboratory Certification Program Records, Decisions under the Ground Water Rule (subparts), Decisions under the Lead & Copper Rule
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 12 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are received in paper and electronic form. Paper records are scanned, once verified, paper is destroyed. Electronic records are kept until cut off, retained for 12 years, then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2410
Record Location: TN Tower 11th Floor
File Arrangement: NUMERIC
Media Format Generated: Both
Media Format Stored: Electronic: Text
Date Range: 2008 - CURRENT
Annual Accumulation: 16 cu ft, electronic storage will begin in May 2019.
Current Volume: 176 cu ft, electronic storage will begin in May 2019.
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 5
2 - 5 Years: 3
Over 5 Years: 4
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Environmental Protection Agency
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: Electronic
Agency Retention: 12 YEARS
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 40 CFR 142.14
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enterprise FileNet
IT-ABC Number:
Hardware Description: Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description: FileNet P8 5.2
System Location: Data Center South Primary—Data Center North Secondary
Backup Procedures: Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain
Disaster Recovery: FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description: Real time replication
Metadata Description: Backup metadata is stored in a clustered Microsoft SQL Server 2012 shared environment.
Contact Information
Contact Name: Cordrea Nance
Job Title: Records Officer
Address 1: 312 Rosa L Parks Ave
Address 2: 10th Floor
City: Nashville
Zip: 37243
Phone: 615-532-0347
Email: Cordrea.Nance@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Shari Meghreblian
Director: Jenny Dodd
Allotment Code: 327.34
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 01-17-2019 No recommended changes.
Tennessee State Libary and Archives: 02-05-2019 No recommended changes.
Comptroller Audit Review: 2019-01-22 We have reviewed RDA 2853 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-05-2019 Thank you.
RMD Director Recomendations: 03-27-2019 RDA 2853 is a request to revise an RDA. The retention period will remain twelve years and destroy. The format will be paper/electronic. The Title, Abstract, and Worksheet have been updated. Recommend approval of request to revise RDA 2853.
Signed Form Received: 2019-02-27
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 2853.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1060 2853 2014-09-10 Approved
2233 2853 2017-03-28 Approved
2409 2853 2019-05-22 Approved