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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2560
Database ID: 2432
Record Series Title: Historic properties review, compliance, and inventory records
Record Series Abstract: Records document the STATE HISTORIC PRESERVATION OFFICE (SHPO) compliance with SECTION 106 OF NATIONAL HISTORIC PRESERVATION ACT (NHPA) This includes survey reports, correspondence, maps, photos, and plans as appropriate. Information related National Register listed or eligible properties will be filed with RDA 1212 as appropriate. Files related to consultation for properties with no adverse effects and adverse effects will be filed and digitally referenced to the historic properties with RDA 1212 as appropriate. These records are retained as a part of the inventory mandated by NHPA. Adverse Effect files document the Section 106 process and will be retained digitally when the project is complete.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: THE FILES ARE TO BE CUT OFF AT THE END OF EACH PROJECT.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The No Effect files are received in paper and electronic format and are cut off at the end of each project cycle, maintained in agency for 5 years, then destroyed by state approved methods. The No Adverse Effect files are received in paper and electronic format and are to be cut off at the end of each project cycle, maintained in agency for 5 years, then evaluated by Section 106 staff determine which information needs to be consolidated with records permanently retained under RDA 1212. All Adverse Effect files (typically 2% or less of all projects) are received in paper and electronic format and will be retained permanently in electronic format on an STS approved server.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2432
Record Location: 2941 Lebanon Road, Cloverbottom Mansion, Nashville,TN.
File Arrangement: county/project
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2010--current
Annual Accumulation: 27 cubic feet, and 41.4 GB
Current Volume: 108 cubic feet, and 124.2 GB
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 5
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: National Park Service, federal 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 after completion of the project
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: STS 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, to tape media. Monthly snapshots older than 21 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, Wm. R. Snodgrass TN 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 McIntryre, 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 2560 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 2560 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2560.
Signed Form Received: 2018-09-27
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 2560.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
981 2560 2015-10-13 Approved
2432 2560 2018-10-30 Approved