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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11325
Database ID: 2512
Record Series Title: SAFE AT HOME: Certified Application Assistant Files
Record Series Abstract: Records series contains applications received from advocates and victims services providers who wish to be trained and listed on the program website as a Certified Application Assistant for the Safe At Home program. Files will typically only include the initial application, but may also include requests to update information and/or withdraw from participation as a Certified Application Assistant.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Records cut off will be at the end of the calendar year after a Certified Application Assistant notifies the Program that they will no longer be acting in this role.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records may be received, stored, and maintained in both electronic and paper format, as applicable. Maintain in agency five (5) years, then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2710
Record Location: W.R Snodgrass Tower 312 Rosa L. Parks Ave 8th Floor Nashville, TN 37243
File Arrangement: Alpha-Numeric
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: Less than 1 cu. ft.; less than 1 gb
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
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:
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 variy 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:
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: 2019-02-12 We have reviewed RDA 11325 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 11325 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 11325.
Signed Form Received: 2019-03-01
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11325
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2512 11325 2019-05-22 Approved