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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2382
Database ID: 830
Record Series Title: Case Files and Exhibits
Record Series Abstract: Administrative Procedures case files, contested hearings; tapes transcripts and related documentation pertaining to case.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At Close of Case
Total Retention: 10 Years 0 Months
Retention End Action: Permanent
Disposition Notes: All records are scanned and stored electronically on the department server. After the case is closed and review period exhausted the images are to be verified for accuracy. After verification paper records are to be destroyed by state approved method. Agency will maintain electronic version of the record permanently in agency, meeting or exceeding the state standards for permanent electronic records.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 830
Record Location: 312 Rosa L. Parks Blvd. Nashville, TN 37217
File Arrangement: Numeric
Media Format Generated: Paper
Media Format Stored: Electronic: Raster Image
Date Range: 1995 to current
Annual Accumulation: .25 gigabytes
Current Volume: 4 gigabytes
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: TN Tower, 7th Floor Server Room – Replicated to Secretary of State Disaster Recovery Site
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10
Agency Retention - Years Active: 10
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: TCA 4-5-319 The record shall be maintained for a period of time not less than three (3) years.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Trialworks
IT-ABC Number:
Hardware Description: HP SAN/NAS, HP DL Servers
Software Description: Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location: TN Tower, 7th Floor Server Room – Replicated to Secretary of State Disaster Recovery Site
Backup Procedures: Incremental backup daily, full weekly backup, full monthly backup (all to tape). Backup tapes sent off site to Iron Mountain Vault
Disaster Recovery: In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description: The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
Metadata Description: Content Subject, Date Created, Format and Content Size
Contact Information
Contact Name: Cody York
Job Title: Director of Publications; Records Officer for the TN Department of State
Address 1: 312 Rosa L Parks Avenue
Address 2: 8th Floor
City: Nashville
Zip: 37243
Phone: 615-741-2650
Email: cody.york@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director: Richard Collier
Allotment Code: 305.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-07-2014 No recommended changes.
Tennessee State Libary and Archives: 02-11-2014 Recommend removal of Record Value: Historic. Prior version of RDA specified transfer to TSLA for screening and evaluation for historic purposes. TSLA does not consider this record series historic.
Comptroller Audit Review: 2014-02-11 We have reviewed RDA 2382 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-15-2014 Agency concurs with TSLA recommendations. Remove Historic Designation and change Disposition notes to reflect the records will be held in agency permanently in the case management system, meeting or exceeding OIR\'s standards for the permanent retention of electronic records.
RMD Director Recomendations: 05-16-2014 RDA 2382 is a request to revise an RDA. The retention period will remain ten years but will be kept permanently electronically in agency rather than transferring to TSLA for evaluation. Recommend approval of RDA 2382 with the following changes: Disposition Notes: All records are scanned and stored electronically on the department server. After the case is closed and review period exhausted the images are to be verified for accuracy. After verification paper records are to be destroyed by state approved method. Agency will maintain electronic version of the record permanently in agency, meeting or exceeding the state standards for permanent electronic records. Records Value: Remove Historic Media Recommendation: Current Format Final Disposition after Retention Expires: Keep Electronic
Signed Form Received: 2014-05-16
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 2382 with the following changes: Disposition Notes: All records are scanned and stored electronically on the department server. After the case is closed and review period exhausted the images are to be verified for accuracy. After verification paper records are to be destroyed by state approved method. Agency will maintain electronic version of the record permanently in agency, meeting or exceeding the state standards for permanent electronic records. Records Value: Remove Historic Media Recommendation: Current Format Final Disposition after Retention Expires: Keep Electronic
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
830 2382 2014-09-10 Approved with Changes