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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1337
Database ID: 243
Record Series Title: Instructor Records
Record Series Abstract: Records include but not limited to; Evaluation forms, Educational Materials, New Instructor Checklist, Instructor’s Final Report, Time and Activity Records, etc.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Calendar Year or Upon Separation of Instructor
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated in both paper and electronic format. Once received, records are stored in both paper and electronic format. Once retention ends, records will be destroyed by state-approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 243
Record Location: 440 Hogan Rd. Nashville, TN 37220
File Arrangement: Alpha/Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1995 to current
Annual Accumulation: .25 cubic feet; .5 gb
Current Volume: 1 cubic feet; 3 gb
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 50
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 5
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: No
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: BH01WF53
IT-ABC Number:
Hardware Description: VMWare environment at TWRA Data Center
Software Description: Windows Server 2008, VMWare Virtual Server
System Location: TWRA Data Center, Region 5 Ground Floor
Backup Procedures: Daily hourly snapshots with weekly images sent off site
Disaster Recovery: Redundant system located at secondary TWRA Data Center. Backup data/images are loaded onto redundant system. Systems tested quarterly. Offsite retrieval of data/images if necessary.
Data Migration Description: Data migration is handled according to system updates, upgrades and replacement recommendations.
Metadata Description: Various data being kept according to RDA’s. Files which are mostly PDF’s, are indexed by date and name of person who created.
Contact Information
Contact Name: Scott Denton
Job Title: Assistant Chief of Information Technology
Address 1: 440 Hogan Rd.
Address 2:
City: Nashville
Zip: 37220
Phone: 615-837-6011
Email: Scott.Denton@tn.gov
Agency: TN Wildlife Resources Agency
Agency Head: Ed Carter
Director:
Allotment Code: 32801
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 1337 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-08-2018 Agency concurs.
RMD Director Recomendations: 00-00-0000 RDA 1337 is a request to revise an RDA. The retention period will change from one year to five years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1337.
Signed Form Received: 2018-10-11
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 1337.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
243 1337 2018-10-30 Approved