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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 539
Database ID: 44
Record Series Title: Building Plans, Inspection Documents, and Related Documents
Record Series Abstract: These records are held by the Fire Prevention Division and its individual sections, except for Manufactured Housing. These records include, but are not limited to, Building Plans, Specifications, Inspection Documents, Submittal Forms, Administrative Documents and Correspondence, Manuals and Complaints.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The record is cut off as soon as the record is received by the department.
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are stored in an electronic format. The electronic records will be kept on the OIR server with FileNet and an NAS drive and will be destroyed by state approved methods after being verified.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 44
Record Location: 500 James Robertson Parkway Davy Crockett Tower Nashville, TN 37243
File Arrangement: Numeric and Alpha
Media Format Generated: Electronic
Media Format Stored: Electronic/Film
Date Range: 1976-present
Annual Accumulation: 2 terabytes
Current Volume: 1250 rolls of microfilm 254 GB
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 4
2 - 5 Years: 3
Over 5 Years: 2
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: NAS drive
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: Only certain records are confidential. Plans for government buildings and schools are confidential by T.C.A. § 10-7-504.
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 20 years
Agency Retention - Years Active: N/A
Agency Retention - Years Inactive: 20 years
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Records are stored digitally on Enterprise Content Management (FileNet) and also on the 10700 GS NASCodesEnforcement NAS drive.
IT-ABC Number: Check with General Services for this information
Hardware Description: Records are stored on a NAS (Network Attached Storage) device and the FileNet storage device. The NAS device is accessed via a Network drive controlled by AD group policy. FileNet is accessed via a web interface along with a defined userid and password.
Software Description: The NAS device is accessed via a Network drive controlled by AD group policy. FileNet is accessed via a web interface along with a defined userid and password. Both are accessed via the state’s local area network (LAN).
System Location: Records are located in the State of Tennessee Data Center(s) and controlled by STS.
Backup Procedures: o Daily Incremental tape backups (An incremental backup is a type of backup that only copies files that have changed since the last full backup.) o Weekly Full-Backup – done once a week o Monthly-Backup – once completed tape is sent to offsite storage
Disaster Recovery: o Restore from Incremental-Backup o Restore from weekly Full-Backup o Restore from monthly Full-Backup
Data Migration Description: We have many rolls of microfilmed plans that have been digitized and are stored on an NAS drive. Once we have this RDA established, we should be able to destroy the microfilm and delete many of the old digitized scans.
Metadata Description: The digitized data is saved as a pdf, jpg, png, giif of variable length as a digitized document.
Contact Information
Contact Name: Erica Smith
Job Title: Records Officer
Address 1: 500 James Robertson Parkway
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-8397
Email: erica.smith@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Julie Mix McPeak
Director: Chris Bainbridge
Allotment Code: 33503
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-26-2016 Recommend cutoff be changed to, Until building has been sold or demolished. Missing Federal Agency information is shared with, missing sample. Update: agency provided information requested. Agree that as agency does not own, operate, or track use of building the twenty year retention is sufficient. No recommended changes.
Tennessee State Libary and Archives: 05-26-2016 TSLA concurs.
Comptroller Audit Review: 2016-05-26 Audit concurs with RMD comments.
Agency: 06-01-2016 We decided to use the current proposed cut-off because our agency does not own or build the buildings and we would not be aware of the building being sold or demolished. Our agency merely reviews the plans for compliance and then approves them once acceptable. Sometimes construction work never begins, or plans are submitted then the project is abandoned and we never hear from those who submit the plans. Since we are keeping them for so long, 20 years, we thought it acceptable to start the cutoff as soon as the plans are received by the department for approval, since that may be the first and last record we receive. Please advise. It was a type to select that the audit requirements are state and federal, it should only be state, and I have made Records Management aware of this to make the appropriate edits. I have supplied Records Management with a sample. Thank you.
RMD Director Recomendations: 06-02-2016 RDA 539 is a request to revise an RDA. The retention period will change from ninety-nine years to twenty years. The format will be electronic/film. Recommend approval of request to revise RDA 539.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 539.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
43 539 0000-00-00 Pending
44 539 2016-06-22 Approved
2357 539 2018-04-25 Approved