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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11212
Database ID: 2464
Record Series Title: Election Petitions and Reports
Record Series Abstract: Election Petitions; Ballot Approvals; Six-Month Reports and Presidential Preference Primary Statement of Expenses.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Election date
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are received in paper format and scanned for retention. After scans are verified for completeness and accuracy, paper records will be stored in office for 1 year and then destroyed by State approved methods. Electronic document are kept for 5 years and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2467
Record Location: Department of State Division of Elections 7th Floor, WR Snodgrass TN Tower Nashville, TN
File Arrangement: By County
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 2014-current
Annual Accumulation: 6 cu. ft.; 1 gb
Current Volume: 5 gb
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 5
2 - 5 Years: 15
Over 5 Years: 20
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Tenn. Code Ann. § 2-8-108
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Departmental File Server
IT-ABC Number:
Hardware Description: Departmental Storage Array; HP SAN/NAS, HP DL Servers
Software Description: Windows File Server; Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location: Division of Elections - 312 Rosa L. Parks Ave., 7th Floor
Backup Procedures: Departmental Storage Backup & Recovery Solution; Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape). Physical backup tapes sent off site to Iron Mountain Vault.
Disaster Recovery: Departmental Storage Backup & Recovery Solution; In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. I
Data Migration Description: The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
Metadata Description: Content Subject, Date Created, Format and Content Size
Contact Information
Contact Name: Amy Gregory
Job Title: Executive Assistance
Address 1: 312 Rosa L. Parks Ave.,
Address 2: 7th Floor, William R. Snodgrass Tennessee Tower
City: Nashville
Zip: 37243
Phone: 615-741-7956
Email: Amy.Gregory@tn.gov
Agency: Secretary of State
Agency Head: SecretaryTre Hargett
Director: Mark Goins
Allotment Code:
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 11212 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-05-2018 No recommended changes.
RMD Director Recomendations: 10-12-2018 RDA 11212 is a request to revise an RDA. The retention period will remain 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 11212.
Signed Form Received: 2018-10-12
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11212.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2249 11212 2017-09-07 Approved
2464 11212 2018-10-30 Approved
2587 11212 2019-11-12 Approved