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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1857
Database ID: 429
Record Series Title: Printing & Media Services Administrative Files
Record Series Abstract: The files consist of Printing and Media Services Divisional information and contain, but are not limited to, the following documents: Files pertaining to production requests according to: job number, production employee, production equipment, employee performance and production standards for administrative use.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain records in agency for 6 years then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 429
Record Location: Andrew Jackson Bldg, Basement Floor - Printing & Media Services Office
File Arrangement: Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2000 to present
Annual Accumulation: Paper: 1 cu/ft Electronic: 9kb
Current Volume: Paper: 3 cu/ft Electronic: 44kb
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 3
Past Year: 1
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 years
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 5
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: (\\\\AG03SDCWF00525\\\\BA_CO\\\\DATA\\\\CO_DATA\\\\GSAgenciesShare)
IT-ABC Number: None
Hardware Description: Solaris 10 Master Server
Software Description: Netbackup 6.5.6 backup software
System Location: Data Center North-Primary, Data Center South for secondary (copy 2 for AG03SDCWF00525)
Backup Procedures: Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday -Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup AG03SDCWF00525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups
Disaster Recovery: Backup media is stored at Iron Mountain \\"Restore\\" process is via a Help desk ticket. If it is older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency, then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. The cost for an emergency run is $150.00.
Data Migration Description: The PMSD Records will be scanned into PDF format and will be placed into a separate, controlled folder on the DGS shared drive. The folder will be restricted and will be backed up on a regular basis. The electronic version of the files will be accessible and maintained by the DGS PMSD staff. DGS PMSD will follow internal procedures in creation, access and modification of the electronic records. The electronic version of the PMSD Administrative Files will be destroyed in accordance with the above retention period.
Metadata Description: The data sets related to these files are, but not limited to Excel, Word, Text, PDF Images, MS Project Files, pictures, Image Files (TIFF, DWG etc.)
Contact Information
Contact Name: Lisa J. Hudson
Job Title: Administrative Assistant
Address 1: 500 Deaderick Street
Address 2: Andrew Jackson Building
City: Nashville
Zip: 37243
Phone: 615-741-4198
Email: lisa.j.hudson@tn.gov
Agency: Dept. of General Services
Agency Head: Robert E. Oglesby, Commissioner
Director: Vicky Goodin
Allotment Code: 32109
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-08-2016 No recommend changes.
Tennessee State Libary and Archives: 09-08-2016 No recommended changes.
Comptroller Audit Review: 2016-09-08 We have reviewed RDA 1857 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-22-2016 Agency concurs with no recommended changes needed.
RMD Director Recomendations: 09-28-2016 RDA 1857 is a request to revise an RDA. The retention period will remain six years and the format will change to paper/electronic. The Abstract and Worksheet have been updated. Recommend approval of request to revise RDA 1857.
Signed Form Received: 2016-09-27
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 1857
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
429 1857 2016-11-03 Approved