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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1783
Database ID: 414
Record Series Title: FIRE DEPARTMENT IN-SERVICE TRAINING PROGRAM
Record Series Abstract: TO DOCUMENT FIRE DEPARTMENT COMPLIANCE TO THE COMMISSION OF FIRE FIGHTING REQUIREMENTS. RECORDS MAY INCLUDE, BUT ARE NOT LIMITED TO, FIRE DEPARTMENT TRAINING COURSES, SCHEDULES, INSTRUCTOR CERTIFICATIONS, CLASS ROSTERS AND ATTENDANCE SIGN IN SHEETS.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: RECORDS ARE ARRANGED ALPHABETICALLY AND MAINTAINED IN ELECTRONIC FORMAT FOR 6 YEARS. ANY RECORDS THAT ARE RECEIVED IN PAPER WILL BE MIGRATED TO ELECTRONIC AND THE PAPER COPY WILL BE DESTROYED ONCE THE ELECTRONIC COPY HAS BEEN VERIFIED FOR COMPLETENESS, ACCURACY AND USABILITY. 6 YEARS AFTER CUT OFF THE RECORDS WILL BE DESTROYED BY STATE APPROVED METHODS.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 414
Record Location: ACADIS
File Arrangement: ALPHABETICAL
Media Format Generated: Electronic
Media Format Stored: Electronic: Text
Date Range: 2014
Annual Accumulation: .05 GB
Current Volume: .3 GB
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 12
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: FALSE
Essential Record Stored:
Essential Record Media Type:
Confidential: FALSE
Confidential Legal Citation: N/A
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 YEARS
Agency Retention - Years Active: 1 YEAR
Agency Retention - Years Inactive: 5 YEARS
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: NONE
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ACADIS
IT-ABC Number:
Hardware Description: 2 windows virtual servers (production & portal). Also, a shared Oracle database environment
Software Description: 2 Windows 2008 R2 web server environment
System Location: Data Center South
Backup Procedures: • Daily Incremental Backups – Backups only data that has change since that last incremental backup • Full Backup - every weekend • Monthly-Backup – are run on the last Friday of each month and stored to tape. The tape is then transferred a secure offsite location where it will be stored for 7 years
Disaster Recovery: DR services denied by agency. In case of a disaster the server/data will be restored using the following procedure. • Restore from Incremental-Backup • Restore from weekly Full-Backup • Restore from monthly Full-Backup
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
Metadata Description: The digitized data is saved as a pdf, jpg, png, gif of variable length as a digitized document
Contact Information
Contact Name: Susan Joyce Page
Job Title: RECORDS OFFICER
Address 1: 500 James Robertson Parkway
Address 2: Davy Crockett Tower, 12th Floor
City: Nashville
Zip: 37243
Phone: 6152538397
Email: Susan.J.Page@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Hodgen M. Mainda - Commissioner
Director: Randy Fox
Allotment Code: 335.28
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-21-2019 No recommended changes.
Tennessee State Libary and Archives: 03-21-2019 No recommended changes.
Comptroller Audit Review: 2019-03-25 We have reviewed RDA 1783 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-25-2019 AGENCY CONCURS WITH NO RECOMMENDED CHANGES.
RMD Director Recomendations: 04-12-2019 RDA 1783 is a request to revise an RDA. The retention period will change from one year and destroy to six years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1783.
Signed Form Received: 2019-04-12
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 1783.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
414 1783 2019-05-22 Approved