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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11324
Database ID: 2510
Record Series Title: SAFE AT HOME: Applications and Participant Files
Record Series Abstract: Record Series includes all applications for program participation received, along with any supporting documentation, as well as all participant files after program participation is approved. Records may also include, but are not limited to, Notice of Change, Notice of Name Change, Requests for Disclosure, General Correspondence, Requests for Withdrawals.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Retention period will begin 90 days following the date of application if the application is denied, or the date on which the participant ceases to be a program participant.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records may be received and stored in both paper and electronic format, as applicable. Maintain in agency five (5) years, then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2709
Record Location: WR Snodgrass Tower 312 Rosa L. Parks Ave. 8th Floor Nashville, TN 37243
File Arrangement: Alphabetic
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2019-Current
Annual Accumulation: Less than 1 cu. ft.; less than 1 gb
Current Volume: 0
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
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: Public Chapter 1004. (T.C.A. 40-38-601 et. seq.)
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: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: Public Chapter 1004. (T.C.A. 40-38-601 et. seq.)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IE1819008WN001
IT-ABC Number:
Hardware Description: HP SAN/NAS, HP DL Servers (Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server)
Software Description: Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server (Software name, file types, and description will vary according to individual RDA)
System Location: TN Tower, 7th Floor Server Room – Replicated to Secretary of State Disaster Recovery Site
Backup Procedures: Incremental backup daily, full weekly backup, full monthly backup (all to tape). Backup tapes sent off site to Iron Mountain Vault
Disaster Recovery: In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
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: Lauren Topping
Job Title: Assistant General Counsel
Address 1: 312 Rosa L. Parks Ave
Address 2: 8th Floor
City: Nashville
Zip: 37243
Phone: 6155320824
Email: lauren.l.topping@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director: Mary Beth Thomas
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-12-2019 No recommended changes.
Tennessee State Libary and Archives: 02-12-2019 No recommended changes.
Comptroller Audit Review: 2019-02-11 We have reviewed RDA 11324 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-22-2019 No recommended changes.
RMD Director Recomendations: 03-25-2019 RDA 11324 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11324.
Signed Form Received: 2019-03-01
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11324
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2510 11324 2019-05-22 Approved