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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1699
Database ID: 370
Record Series Title: MANUFACTURED HOME CONSUMER COMPLAINTS
Record Series Abstract: COMPLAINTS FROM CONSUMERS OF MANUFACTURED HOMES AND RELATED CORRESPONDENCE GENERATED TO AND FROM HOMEOWNERS, MANUFACTURERS, RETAILERS/DEALERS AND INSTALLERS REGARDING DISPOSITION OF COMPLAINT.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At the closure of the complaint.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off at the end of the closure of the complaint and maintained for five years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Five years after the cutoff date, records will be destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 370
Record Location: 500 James Robertson Parkway Davy Crockett Tower Nashville, TN 37243
File Arrangement: Chronological
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 2000-current
Annual Accumulation: 3 cubic feet, .1 GB
Current Volume: 5 cubic feet, .3 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 4
Past Year: 4
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Housing and Urban Development, Manufacturing Plants, Other State Agencies
Essential Record: Yes - Original
Essential Record Stored: 500 James Robertson Parkway Davy Crockett Tower Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 3 years
Agency Retention - Years Inactive: 2 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Tenn. Code Ann. 68-126-201
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: CORE
IT-ABC Number:
Hardware Description: Linux Virtual Machine running RedHat 6.x
Software Description: CORE is run through a vendor created Web Application
System Location: Data Center South
Backup Procedures: Every STS managed server performs nightly incremental backup to a disk storage device and is replicated to the other data center upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both data centers. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery: Servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster.
Data Migration Description: Files previously located in FileNet have been migrated to the CORE system. Also, records are submitted electronically in the CORE system.
Metadata Description: Metadata is captured and stored in a backend Oracle database
Contact Information
Contact Name: Susan J. Page
Job Title: Records Officer
Address 1: 500 James Robertson Parkway
Address 2: Davy Crockett Tower
City: Nashville
Zip: 37243
Phone: 615-253-8397
Email: Susan.J.Page@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Hodgen M. Mainda - Commissioner
Director: Jenny Taylor
Allotment Code: 33503
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-12-2019 No recommended changes.
Tennessee State Libary and Archives: 09-23-2019 No recommended changes.
Comptroller Audit Review: 2019-09-12 We have reviewed RDA 1699 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-26-2019 Commerce and Insurance concurs with no recommended changes.
RMD Director Recomendations: 10-02-2019 RDA 1699 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1699.
Signed Form Received: 2019-10-01
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 1699.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
370 1699 2019-11-12 Approved