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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1746
Database ID: 388
Record Series Title: Governor Papers
Record Series Abstract: Official Acts and Proceedings of the Governor including but not limited to Extraditions, Proclamations, Commutations, Pardons, Appointments to Boards and Commission,and Executive Clemencies. Any records listed in the Tennessee Constitution, Article 2, Section 17.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Governor term expiration
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Retain in office until present Governor term expires. Paper records will be transferred to the State Library and Archives for permanent retention within thirty days after expiration of current Governor's term. Scanned image records are maintained permanently in the Office of the Secretary of State.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 388
Record Location: 312 Rosa L. Parks Avenue 8th Floor
File Arrangement: Chronologically and Alphabetically
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 1930- current
Annual Accumulation: 0.77 cu ft., 0.1 Gb
Current Volume: 3 cu ft., 0.3 Gb
Record Value: Administrative, 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: TN State Library and Archives; Division of Publications of the office of the TN Secretary of State
Essential Record Media Type: Paper
Confidential: FALSE
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 0 years
Agency Retention - Years Active: 0 years
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation: YES, TCA CONST.,ART 3, SEC. 17
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: 615-741-2650
Email: Cody.York@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director:
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-25-2014 No recommended changes.
Tennessee State Libary and Archives: 08-27-2014 No recommended changes.
Comptroller Audit Review: 2014-08-27 We have reviewed RDA 1746 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-15-2014 Thank you.
RMD Director Recomendations: 10-28-2014 RDA 1746 is a request for a revision. The retention period will remain permanent but the electronic format will be added. The paper records will be transferred to the state library and archives for preservation. Recommend approval of RDA 1746.
Signed Form Received: 2014-10-27
PRC Meeting Date: 12-02-2014
PRC Comments: RDA 1746 approved by PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
388 1746 2014-12-02 Approved
2182 1746 2016-11-03 Approved