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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11365
Database ID: 2627
Record Series Title: National Pollutant Discharge Elimination System (NPDES) Mining Files
Record Series Abstract: NPDES Mining permit applications with supporting documentation, draft permits, issued permits, public hearing documents, inspection reports, monitoring reports, plans, maps and correspondence from the current permit cycle and the preceding permit cycle; earliest available issued permit package; and all ownership transfer documents.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When the permit is no longer subject to active regulation (inactivation, termination, or application withdrawal)
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The files are to be cut off when the permit is no longer subject to active regulation (inactivation, termination, or application withdrawal). Plans and maps will be retained in paper form. All other paper records will be scanned for electronic storage. Paper will be destroyed after verification of electronic records. All electronic records will be maintained in WaterLog. The files will be maintained in agency for 5 years and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2821
Record Location: Knoxville Environmental Field Office, 3711 Middlebrook Pike, Knoxville, TN 37921
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1980-current
Annual Accumulation: 3 cubic feet, 4 gigabytes
Current Volume: 480 cubic feet, 18 gigabytes
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 18
Past Year: 6
2 - 5 Years: 6
Over 5 Years: 6
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Environmental Protection Agency, U.S. Army Corps of Engineers, Office of Surface Mining Reclamation and Enforcement, U.S. Fish and Wildlife Service, Tennessee Wildlife Resources 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: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 69-3-108, 0400-40-05, 0400-40-10
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Oracle Database - WaterLog
IT-ABC Number: BGWFB-3
Hardware Description: Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 Terabytes 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 backup the 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: 312 Rosa L. Parks Ave. WRS. TN Tower 10th Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-532-0347
Email: Cordrea.Nance@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: David Salyers
Director: Jennifer Dodd
Allotment Code: 327.34
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2019 No recommended changes.
Tennessee State Libary and Archives: 10-04-2019 No recommended changes.
Comptroller Audit Review: 2019-10-11 We have reviewed RDA ID 2627 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-11-2019 Thank you.
RMD Director Recomendations: 10-26-2019 RDA 11365 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 11365.
Signed Form Received: 2019-10-25
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 11365.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2627 11365 2019-11-12 Approved