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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2299
Database ID: 751
Record Series Title: REIMBURSEMENT FUND AND FINANCIAL RESPONSIBLITY
Record Series Abstract: Information regarding reimbursement costs associated with investigation and cleanup of leaking Underground Storage Tanks’ General correspondence, reimbursement application (CN-0923), authorization for fund eligibility (CN-0943), payment application, etc.
Record Series Active: Yes
Cut Off at End of: Fiscal 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 fiscal 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. An Electronic copy will also be kept in agency permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 751
Record Location: 312 Rosa L Parks Ave. 12th floor and 3rd floor file room
File Arrangement: Numerical
Media Format Generated: Both
Media Format Stored: Paper/Electronic/Film
Date Range: 1990-current
Annual Accumulation: 8 cubic feet, 13 rolls of film, 3 GB
Current Volume: 153 cubic ft., 270 rolls, 66 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 20
2 - 5 Years: 5
Over 5 Years: 1
Data Update Frequency: Daily
Information Shared Outside of State:
If Shared, List Agencies:
Essential Record: FALSE
Essential Record Stored:
Essential Record Media Type:
Confidential: FALSE
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: Permanent
Final Disposition after Retention Expires: Migrate to Electronic Data
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: 10th floor TN TOWER
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 changes
Tennessee State Libary and Archives: 10-15-2015 No recommended changes.
Comptroller Audit Review: 2015-10-15 We have reviewed RDA 2299 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 2299 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 2299.
Signed Form Received: 2015-11-04
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2299.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
751 2299 2016-02-25 Approved