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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1200
Database ID: 2444
Record Series Title: Consumer Services Files
Record Series Abstract: Records include, but not limited to, files consisting of complaints from consumers, reports from companies and alleged violators, follow-up and closing reports from the investigators; Tennessee Solicitor Registration Application - used by companies to register to receive the do not call register; Telecommunications Device Access Program - files consisting of consumer applications and personal documentation required for approval (i.e. copies of driver's license, photo identification card, utility bill, voter registration card), copies of income records (bank statements, checks & employment checks) Lifeline Discount - files consisting of consumer application with income verification (i.e. copies of bank statement, income verification documents).
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon Closure of complaint, investigation, or approval/rejection of application
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are received as paper then scanned into digital format within 7 days of receipt. Upon verification of images the paper record is destroyed and electronic image is stored for the remainder of retention period. At conclusion of retention period records will be destroyed according to state approved methods
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2442
Record Location: 502 Deaderick Street, Nashville, TN 37243
File Arrangement: Chronologically
Media Format Generated: Both
Media Format Stored: Electronic: Text
Date Range: 2013-Present
Annual Accumulation: .775 GB
Current Volume: 2.475 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 40
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Same
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 Years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 4 years
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: TPUC Consumer Services Utility Complaint Database
IT-ABC Number: None
Hardware Description: Records are stored on a HP Proliant ML370 G5 file server utilizing RAID 5 storage. Access is through Windows XP or Windows 7.0 workstations.
Software Description: Adobe Acrobat XI is used to produce the record. File is stored on a Windows 2003 file server, NTFS file system. Files are indexed in an Access 2010 database and retrieved via HTML.
System Location: Tennessee Public Utility Commission, 502 Deaderick Street, Nashville, TN
Backup Procedures: Records are backed up using the GFS tape rotation scheme. Tape drive is a HP LTO III drive. Records are backed up daily. Tapes are stored on site with at least one daily, one weekly, and all monthly stored off site.
Disaster Recovery: Either the on site or off site tape would be recovered and the records restored to the recovered file server or a new file server.
Data Migration Description: Records are scanned using industry standard Adobe Acrobat. The TRA will continue to upgrade Adobe as new versions emerge. PDFs can be converted to other formats if necessary. Documents are stored locally but could be migrated to any storage location/medium if required. Indexing databases are maintained in MS Access but will be migrated to SQL Lite if necessary.
Metadata Description: Metadata collected consists of file name, file creation date, file modify date, Application, and PDF format.
Contact Information
Contact Name: Sharla Dillon
Job Title: Dockets and Records Manager
Address 1: 502 Deaderick Street
Address 2: 4th Floor
City: Nashville
Zip: 37243
Phone: 615-770-6850
Email: sharla.dillon@tn.gov
Agency: Tennessee Public Utility Commission
Agency Head: Earl Taylor
Director: Lisa Cooper
Allotment Code: 316.11
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 09-20-2018 No recommended changes.
Tennessee State Libary and Archives: 09-20-2018 No recommended changes.
Comptroller Audit Review: 2018-09-25 We have reviewed RDA 1200 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-27-2018 The Tennessee Public Utility Commission concurs.
RMD Director Recomendations: 09-27-2018 RDA 1200 is a request to revise an RDA. The retention period will change from ten years to five years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1200.
Signed Form Received: 2018-09-27
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 1200.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
215 1200 2013-11-20 Approved
2444 1200 2018-10-30 Approved