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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2225
Database ID: 693
Record Series Title: Fire Prevention License, Certification, Registration, Permit, and Complaint Files
Record Series Abstract: Record series includes, but is not limited to, license/certification/registration/permit files, files containing applications for licenses, certifications, registrations and permits not covered under RDA 2234, Continuing Education Units, Eligibility Verification for Entitlements Act Attestation Forms, letters of reference, testing (passed or failed), renewals, supporting documentation, related correspondence, and complaint files.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Expiration/non-renewal of the license
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: All records will be kept active as long as license, permit, or certification is valid. Records can be kept in either paper or electronic format as long as the electronic file has been verified for accuracy and completeness. At the end of 7 years, records will be destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 693
Record Location: Department of Commerce & Insurance, Davy Crockett Bldg., 500 James Robertson Pkwy., Nashville, TN. 37243
File Arrangement: Alphabetical & Numerical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1920 to current
Annual Accumulation: 350 cu ft, 3 GB
Current Volume: 13,000 cu ft, 12 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 5
2 - 5 Years: 2
Over 5 Years: 1
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: ATF, and other State/Federal agencies only upon request
Essential Record: Yes - Original
Essential Record Stored: Department of Commerce & Insurance, Davy Crockett Bldg., 500 James Robertson Pkwy., Nashville, TN. 37243
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 6 year
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: CORE
IT-ABC Number: N/A
Hardware Description: Linux VM running RedHat 6.x
Software Description: Web application
System Location: South Data Center
Backup Procedures: Every OIR managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery: Servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster.
Data Migration Description: Files previously located in Filenet have been migrated to the CORE system. Also, records are submitted electronically in the CORE system.
Metadata Description: Records are stored in a ORACLE database.
Contact Information
Contact Name: Susan Page
Job Title: Records Officer
Address 1: 500 James Robertson Parkway
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-8397
Email: Susan.J.Page@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Hodgen M. Mainda - Commissioner
Director: Steve Majchrzak, Gary West
Allotment Code: 335.03
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-10-2017 No recommended changes.
Tennessee State Libary and Archives: 08-10-2017 No recommended changes.
Comptroller Audit Review: 2017-08-10 We have reviewed RDA 2225 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-14-2017 Agency concurs with no recommended changes.
RMD Director Recomendations: 08-18-2017 RDA 2225 is a request to revise an RDA. The retention period will change from seventy years to seven years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2225.
Signed Form Received: 2017-08-18
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 2225.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
693 2225 2017-09-07 Approved