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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2971
Database ID: 2506
Record Series Title: AQUATIC RESOURCE ALTERATION-GENERAL PERMIT AUTHORIZATIONS
Record Series Abstract: RECORDS INCLUDE ORIGINAL APPLICATION 1091 OR US ARMY CORPS APPLICATION WITH SUPPORTING PLANS, NARRATIVES, CORRESPONDENCE, NOTES AND COPIES OF AUTHORIZATIONS ISSUED AND POSSIBLY MONITORING REPORTS OR COMPLIANCE DOCUMENTATION.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Permit expiration/application termination,or withdrawal.
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records and data generated from permits and water quality assessments will be maintained in electronic format for 20 years after cut off. Paper records will be scanned for electronic storage. Papers will be destroyed after verification of electronic records. All electronic records will be maintained in Water Log.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2513
Record Location: TN Tower 312 Rosa Parks Ave. 11th floor, Nashville
File Arrangement: numerical
Media Format Generated: Paper
Media Format Stored: Electronic: Text
Date Range: 2007 to current
Annual Accumulation: 6 cu ft; 20 gigabytes
Current Volume: 75 cubic feet; 250 gigabytes
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 1
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Environmental Protection Agency
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 20 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Oracle Database- Water Log
IT-ABC Number: BGWFB-3
Hardware Description: Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 TerraBytes of space. OIR Fiber SAN managed by STS. This is the STS mandated storage medium and backed up through Enterprise Backups.
Software Description: Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System) Expected to use PDF and TIFF file formats. Oracle Exports and Hot online backups are used to backupthe data SAN storage from where it is backed up to the Enterprise backups. Expected to use DOC, DOCX, XLS, XLX, PDF, and TIFF file formats.
System Location: STS Data Center South
Backup Procedures: NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored off-site for seven years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to seven years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files are done on weekends.
Disaster Recovery: Recovery Procedure: Helpdesk tickets to STS as "Priority 1" can restore file(s) in 2 hours time if restoring to a point within the past 31 days. If later (as tapes must come from off-site) expected "Priority 1" recovery time is 5 hours. Major Disaster Recovery: OIR has a written policy on how to handle major disaster recovery. In summary: Order new hardware if required. Receive, configure and verify setup and connect ability. Install required software to restore from image files and/or tapes. Inventory media and image files, restore.
Data Migration Description: Select users in each agency, along with(temporarily)General Services personnel, have the ability to scan and write documents to the NAS. Managed by Active Directory Groups.
Metadata Description: Windows Extended Attributes: filename, format, creation time and date, last modified time and date, and owner/creator are all available.
Contact Information
Contact Name: Cordrea Nance
Job Title: TDEC Records Officer
Address 1: 10th Fl, TN Tower
Address 2: 312 Rosa L. Parks Avenue
City: Nashville
Zip: 37243
Phone: 6155320347
Email: Cordrea.Nance@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: David Salyers
Director: Jenny Dodd
Allotment Code: 327.34
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 02-28-2019 No recommended changes.
Tennessee State Libary and Archives: 02-28-2019 No recommended changes.
Comptroller Audit Review: 2019-03-04 We have reviewed RDA 2971 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-05-2019 Thank you.
RMD Director Recomendations: 03-27-2019 RDA 2971 is a request to revise an RDA. The retention period will change from five years and destroy to twenty 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 2971.
Signed Form Received: 2019-03-08
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 2971.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1165 2971 2014-02-20 Approved
2506 2971 2019-05-22 Approved