Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2330
Database ID: 780
Record Series Title: Undercover Agent Records
Record Series Abstract: Records include but not limited to; Report of investigation, Travel Expenditure, Interview Reports, Observation Reports, Case Facts, Expenses, Correspondence, etc.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon Conclusion of Investigation or Upon Separation of Agent
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated in both paper and electronic format. Once received, records are stored in both paper and electronic format. Once retention ends, records will be destroyed by state-approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 780
Record Location: 440 Hogan Rd. Nashville, TN 37220
File Arrangement: Aplha & Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1988 - current
Annual Accumulation: less than 1 cu. ft.; 1 gb
Current Volume: 4 cu. ft.; 2 gb
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 20
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 440 Hogan Rd. Nashville, TN 37220
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 10-7-504
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 2
Agency Retention - Years Inactive: 3
Records Center Retention Period: NA
Final Disposition after Retention Expires: Destroy
Legal Citation: 10-7-504
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: BH01WF53
IT-ABC Number:
Hardware Description: VMWare environment at TWRA Data Center
Software Description: Windows Server 2008, VMWare Virtual Server
System Location: TWRA Data Center, Region 5 Ground Floor
Backup Procedures: Daily hourly snapshots with weekly images sent off site
Disaster Recovery: Redundant system located at secondary TWRA Data Center. Backup data/images are loaded onto redundant system. Systems tested quarterly. Offsite retrieval of data/images if necessary.
Data Migration Description: Data migration is handled according to system updates, upgrades and replacement recommendations.
Metadata Description: Various data being kept according to RDA’s. Files which are mostly PDF’s, are indexed by date and name of person who created.
Contact Information
Contact Name: Scott Denton
Job Title: Assistant Chief of Information Technology
Address 1: 440 Hogan Rd.
Address 2:
City: NASHVILLE
Zip: 37220
Phone: 615-837-6011
Email: Scott.Denton@tn.gov
Agency: TN Wildlife Resources Agency
Agency Head: ED CARTER
Director:
Allotment Code: 32081
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 2330 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-08-2018 Agency concurs.
RMD Director Recomendations: 10-11-2018 RDA 2330 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2330.
Signed Form Received: 2018-10-11
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 2330.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
780 2330 2018-10-30 Approved