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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1910
Database ID: 455
Record Series Title: OIL AND GAS BOARD FILES
Record Series Abstract: ORGANIZATION REPORT, APPLICATION FOR PERMIT, APPLICATION FOR AMEND WELL, APPLICATION FOR CHANGE OPERATORS, WELL HISTORY, WORK SUMMARY REPORT, PLUG AND ABANDON REPORT, WELL LOCATION PLAT, BOND FORMS AND RELATED CORRESPONDENCE AND DOCUMENTATION
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 40 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Maintain records for required time of 40 years for relevancy to pertinent information such as well locations, history and closure. These Records are reviewed before drilling in areas previously drilled. Attached OGC letter. The paper records will be converted to microfilm and electronic documents after 5 years. Paper will be destroyed upon verification of electronic and microfilm copies. Because these are essential records, these records will also be microfilmed. The microfilm will be stored at the State Records Center permanently and an electronic copy of these records will be maintained permanently in agency.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 455
Record Location: 312 Rosa L. Parks Ave. 11th floor TN Tower
File Arrangement: alpha & numeric
Media Format Generated: Paper
Media Format Stored: Paper/Electronic/Film
Date Range: 2001 - current
Annual Accumulation: .5 cu. ft., 1 roll of microfilm, electronic storage will begin June 2016
Current Volume: 4 cu. ft., 3 rolls of microfilm , electronic storage will begin June 2016
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 24
Past Year: 5
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: State Records Center for 40 years
Essential Record Media Type: Paper
Confidential: FALSE
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: Microfilm and Electronic
Agency Retention: Permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: Permanent
Final Disposition after Retention Expires: Convert to Microfilm
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: OIR Oracle Network Attached Storage system: ag0319006uf012
IT-ABC Number:
Hardware Description: Sun Storage 7410 NAS
Software Description: 2011.04.24.9.0., 1-1.46. Operating System: Solaris 11. Expected to use DOC, DOCX, XLS, XLX. Will utilize PDF and TIFF file formats for permanent retention.
System Location: 901 5th Ave. N., Nashville TN 37243
Backup Procedures: 31 day retention snapshots kept on site. Daily incremental snapshots, and a monthly full snapshots, to tape media. Monthly snapshots older than 31 days are stored offsite, one year retention. One tape per year stored for 7 years
Disaster Recovery: OIR follows industry standard disaster recovery procedures. Full procedures are available with the Office of Information Resources
Data Migration Description: OIR maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
Metadata Description: Standard NTFS metadata for files. Name, Item type, Date created, Date modified, Date Accessed, Size, Attributes, and Owner.
Contact Information
Contact Name: Shonquita Parrish
Job Title: Records officer
Address 1: 312 Rosa L. Parks Ave
Address 2: 10th floor, TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-8894
Email: Shonquita.M.Parrish
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau, Jr.
Director: Tisha Calabrese
Allotment Code: 327.34
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-26-2016 No recommended changes.
Tennessee State Libary and Archives: 05-27-2015 No recommended changes.
Comptroller Audit Review: 2016-05-26 We have reviewed RDA 1910 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-31-2016 Thank you
RMD Director Recomendations: 06-01-2016 RDA 1910 is a request to revise an RDA. The retention period will remain forty years and permanent. The format will be paper/electronic/film with the film backup stored at the state records center. Recommend approval of request to revise RDA 1910.
Signed Form Received: 2016-06-01
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 1910.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
455 1910 2016-06-22 Approved