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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1212
Database ID: 2431
Record Series Title: HISTORICAL AND ARCHITECTURAL INVENTORY Records
Record Series Abstract: The Tennessee Historical Commission is charged with the implementation of the National Historic Preservation Act(NHPA)which requires an inventory recording the states historical and architectural, cultural resources, nomination of significant properties to the National Register of Historic Places (NRHP), and administration of the Certified Local Government (CLG) program and the Investment Tax Credit (ITC) program for certified rehabilitations. Tennessee Historical and Architectural Resource (CN-0601) includes the property location, date of construction, owner, photographic information, architectural, grid sketch plan of the property and GIS data. A survey application is under development that would replace collect the same survey data in a digital formal, eventually replacing CN-0601. NRHP nominations are on National Park Service (NPS) Form 10 900 and include photos, maps, site plans in a format determined by NPS. CLG documents include CLG agreements, reviews, and grant products. ITC program forms include NPS forms Form 10-168 Parts 1-3 with accompanying plans and photos to document the rehabilitation. The Tennessee Historic Marker files document the historic marker program and include marker text, maps, and applications. Pursuant to NHPA, these documents record our state’s historic architectural resources for current and future researchers.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Records are cut off at the end of each project cycle.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The files are to be cut off at the completion of the project. Records are received in paper and electronic format. Paper records received after Sept. 2016 will be converted to electronic format and paper will be kept as a backup until electronic records are verified for completeness and accuracy, then paper records will then be destroyed by state-approved methods. Records prior to Sept. 2016 are kept in paper and microfilm format until they are digitized into electronic format. Microfilm and photographs will be retained permanently in analog format after scanning. Electronic records will be maintained in agency permanently on an STS approved server.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2431
Record Location: 2941 Lebanon Road, Cloverbottom Mansion, Nashville, TN
File Arrangement: by agency
Media Format Generated: Both
Media Format Stored: Paper/Electronic/Film
Date Range: 1977 - current
Annual Accumulation: 5 cubic feet, 15 rolls of microfilm, and 20MB
Current Volume: 706 cubic feet, 300 rolls of microfilm, and 103MB
Record Value: Administrative
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 50
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: National Park Services
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Microfilm
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Migrate to Electronic Data
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: OIR Oracle Network Attached Storage system: ag0319006uf012
IT-ABC Number:
Hardware Description: Sun Storage 7410 NAS
Software Description: 2011.04.24.9.0,1-1.46. Operating System: Solaris 11. No traditional software
System Location: 901 5th Ave. N., Nashville TN 37243
Backup Procedures: 31 day retention snapshots kept on site. Daily incremental snapshots, and a monthly full snapshots, to tape media. Monthly snapshots older than 31 days are stored offsite, one year retention. One tape per year stored for 7 years
Disaster Recovery: STS follows industry standard disaster recovery procedures. Full procedures are available with the Office of Information Resources.
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
Metadata Description: Standard NTFS metadata for files. Name, Item type, Date created, Date modified, Date Accessed, Size, Attributes, and Owner.
Contact Information
Contact Name: Cordrea Nance
Job Title: Records Officer, TDEC
Address 1: 10th Floor, William R. Snodgrass Tennessee Tower
Address 2: 312 Rosa L. Parks Avenue
City: Nashville
Zip: 37243
Phone: 615-532-0347
Email: Cordrea.Nance@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Shari Meghreblian
Director: E. Patrick McIntyre, Jr.,
Allotment Code: 327.04
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 09-06-2018 No recommended changes.
Tennessee State Libary and Archives: 09-12-2018 No recommended changes.
Comptroller Audit Review: 2018-09-07 We have reviewed RDA 1212 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-12-2018 Thank you.
RMD Director Recomendations: 10-01-2018 RDA 1212 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic/film. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1212.
Signed Form Received: 2018-09-27
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 1212.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
220 1212 2016-06-22 Approved
2431 1212 2018-10-30 Approved