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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2297
Database ID: 749
Record Series Title: Underground Storage Tanks-NOTIFICATION BY FACILITY
Record Series Abstract: Documentation showing fees were paid and current, general correspondence change of ownership. Amended Notification for Underground Storage Tanks Sellers Reporting of Ownership of Tanks (CN0911), Permanent Closure Report (CN-0927), Application for Permanent Closure (CN0928), Notification of Indicia of Ownership Petroleum-UST CN1186, Notification for Underground Storage Tanks (CN1260), Voluntary Registry Registration for a Petroleum Site(CN1267), Annual Fee Receipt (CN1302).
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The files are to be cut off at the end of each calendar year; then maintain in agency for 1 year; Paper will be converted to microfilm and electronic. Paper will be destroyed by state approved methods upon verification of microfilm/electronic. Microfilm will be stored at the State Records Center (Richards & Richards) permanently. A duplicate copy of the microfilm will be kept in agency permanently. Migrate tapes, cd/dvd or other electronic media when the software or hardware is upgraded or replaced. Electronic versions will be kept in agency permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 749
Record Location: 12TH Floor, Wm R. Snodgrass TN Tower, 312 Rosa L. Parks Avenue, Nashville
File Arrangement: numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic/Film
Date Range: 1985-current
Annual Accumulation: 13 cubic feet, 9 rolls of microfilm,4GB
Current Volume: 153 cubic feet, 175 rolls of microfilm, 87 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 300
Past Year: 200
2 - 5 Years: 150
Over 5 Years: 100
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Environment Protection Agency
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Microfilm
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive:
Records Center Retention Period: Permanent
Final Disposition after Retention Expires: Convert to Microfilm
Legal Citation: RULE 400-18-0-.14(1)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enterprise FileNet
IT-ABC Number:
Hardware Description: Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description: FileNet P8 5.2
System Location: Data Center South Primary—Data Center North Secondary
Backup Procedures: Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain
Disaster Recovery: FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description: Real time replication
Metadata Description: Backup metadata is stored in a clustered Microsoft SQL Server 2012 shared environment
Contact Information
Contact Name: Shonquita Parrish
Job Title: Records Officer, TDEC
Address 1: 10th Floor, Wm. R. Snodgrass TN Tower
Address 2: 312 Rosa L. Parks Avenue
City: Nashville
Zip: 37243
Phone: 615-741-8894
Email: Shonquita.M.Parish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau
Director: Stan Boyd
Allotment Code: 327.41
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-24-2015 No recommended changes.
Tennessee State Libary and Archives: 09-24-2015 No recommended changes.
Comptroller Audit Review: 2015-09-24 We have reviewed RDA 2297 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-25-2015 Thank you
RMD Director Recomendations: 02-01-2016 RDA 2297 is a request to revise an RDA. The retention period will remain permanent. The format will change to paper/electronic/film. The Title is changing from \\\\\\\"Notification by Facility\\\\\\\" to Underground Storage Tanks - Notification by Facility\\\\\\\". The Abstract, Disposition, and worksheet have been updated. Recommend approval of request to revise RDA 2297.
Signed Form Received: 2015-11-04
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2297.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
749 2297 2016-02-25 Approved