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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1693
Database ID: 365
Record Series Title: Tennessee Administrative Register
Record Series Abstract: Records are comprised of two copies of original state agency rule filings, which are published in the Official Compilation of Rules and Regulations of the State of Tennessee. The rules are filed with the Secretary of State in accordance with TCA 4-5-206.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon date of filing
Total Retention: 2 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Files are comprised of two copies, one of which will be retained for reference in the Division library as required by T.C.A. 4-5-206(b). The other copy will be transmitted to the Library and Archives after receipt within the Division of Publications.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 365
Record Location: 312 Rosa L. Parks Avenue
File Arrangement: Numeric
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 1972- Current
Annual Accumulation: 2 Cubic Feet, 500 MB
Current Volume: 7 GB
Record Value: Administrative, Fiscal, Historic, 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: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 312 Rosa L. Parks
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 2 years
Agency Retention - Years Active: 2 years
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation: YES, 4-5-206 (b)
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
Software Description: Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
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: Cody Ryan York
Job Title: Director of Publications
Address 1: 312 Rosa L. Parks Avenue
Address 2: 8th floor
City: Nashville
Zip: 37243
Phone: 6154970619
Email: Cody.York@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director:
Allotment Code: 30501
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-21-2014 No recommended changes
Tennessee State Libary and Archives: 08-21-2014 No recommended changes.
Comptroller Audit Review: 2014-08-22 We have reviewed RDA 1693 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-26-2014 Agency concurs. Thank you
RMD Director Recomendations: 08-27-2014 RDA 1693 is a request to revise an RDA. The records series title will change from Original Rule Filings to Tennessee Administrative Register. The retention will remain permanent but the format will change to paper/electronic. Recommend approval of RDA 1693.
Signed Form Received: 2014-08-27
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 1693.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
365 1693 2014-09-10 Approved
2139 1693 2016-11-03 Approved