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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2164
Database ID: 2503
Record Series Title: ARCHAEOLOGY RECORDS
Record Series Abstract: Archaeological site and information records, (field notes, artifact inventories, press clippings, cultural type, period, location), survey report files, and map files (USGS quadrangle site location and field maps). The Division of Archaeology is the official archive for permanent records (such as reports, correspondence, field notes, field forms, maps, photos, slides, etc.), and our inventory will increase through the years rather than decrease.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Records are generated in paper format. All records are to be maintained in Division permanently for historical research and planning. Records are to be digitized for disaster recovery purposes and easy access for frequent referencing. After scanning, paper records are to be stored in Division, in compliance with guidelines for archival storage. Frequently-referenced, lower-resolution digital scans are to be maintained on a TDEC server. Archival-quality digital scans are to be maintained on external hard drives for emergency backup. Every year, the agency will verify that the archival-quality scans are being maintained properly. Every 5 years, the agency will switch the archival-quality scans to another hard drive as a precautionary measure. A new site form submission and data management project with STS is currently underway, and when completed, submitted site form pdfs will be stored in FileNet.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2510
Record Location: 1216 Foster Avenue, Nashville, TN 37210
File Arrangement: Alphabetical
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 1800-Current
Annual Accumulation: 3 cubic feet, Electronic storage will begin in May 2019.
Current Volume: 880 cubic feet, Electronic storage will begin in May 2019.
Record Value: Historic
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
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: Yes
Confidential Legal Citation: TCA 11-1-102(c)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active: Permanent
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires:
Legal Citation: TCA 11-6-101, 104, 105
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enterprise FileNet
IT-ABC Number:
Hardware Description: Windows Server 2012 R2 Data Center Edition/ EMC Isilon
Software Description: FileNet P8 5.2
System Location: Data Center South Primary- Data Center North Secondary
Backup Procedures: Data is backed up nightly as well as daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain.
Disaster Recovery: FileNet data is stored until deleted by user or upon request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed.
Data Migration Description: Real time replication
Metadata Description: Backup metadata is stored in a clustered Microsoft SQL Server 2012 shared environment.
Contact Information
Contact Name: Cordrea Nance
Job Title: Records Officer
Address 1: William Snodgrass Bld. TN Tower 10th floor
Address 2: 312 Rosa L. Parks Ave.
City: Nashville
Zip: 37243
Phone: 615-532-0347
Email: Cordrea.Nance@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Shari Meghreblian
Director: Michael C. Moore
Allotment Code: 327.04
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 01-31-2019 No recommended changes.
Tennessee State Libary and Archives: 01-31-2019 No recommended changes.
Comptroller Audit Review: 2019-02-05 We have reviewed RDA 2164 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-05-2019 Thank you.
RMD Director Recomendations: 03-27-2019 RDA 2164 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2164.
Signed Form Received: 2019-02-27
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 2164.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
643 2164 2015-06-23 Approved
2503 2164 2019-05-22 Approved