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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2298
Database ID: 750
Record Series Title: Underground Storage Tanks- Leaking/Technical Files
Record Series Abstract: General correspondence to and from the tank owner, environmental consulting firms and attorneys. Lab results, assessment and remediation, corrective action, work plans, tank inventory, land scales, extension requests, leak detection reports and legal actions; Site Status Monitoring Report, Initial Abatement Report.
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: 750
Record Location: 312 Rosa L. Parks Ave.& Field Offices
File Arrangement: Numeric
Media Format Generated: Paper
Media Format Stored: Paper/Electronic/Film
Date Range: 1985 - present
Annual Accumulation: 7 cu. ft, 9GB, 22 rolls of microfilm
Current Volume: 153 cubic ft., 440 rolls, 195 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 300
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 10
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Environmental Protection Agency
Essential Record: Yes - Original
Essential Record Stored: In agency
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Microfilm
Media Recommendation Other:
Agency Retention: 1 year
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: Maintain Permanently
Final Disposition after Retention Expires: Convert to Microfilm
Legal Citation: Rule 0400-18-01-.14
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
Address 1: 312 Rosa L. Parks Ave.
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-8894
Email: Shonquita.M.Parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau, Jr.
Director: Stan Boyd
Allotment Code: 327.41
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-15-2015 No recommended changs.
Tennessee State Libary and Archives: 10-15-2015 No recommended changes.
Comptroller Audit Review: 2015-10-15 We have reviewed RDA 2298 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-20-2015 Thank you
RMD Director Recomendations: 02-01-2016 RDA 2298 is a request to revise an RDA. The retention period will remain permanent but the format will change to paper/electronic/film. The Abstract, Disposition, and worksheet have been updated. Recommend approval of request to revise RDA 2298.
Signed Form Received: 2015-11-04
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2298.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
750 2298 2016-02-25 Approved