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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2513
Database ID: 944
Record Series Title: Tennessee Integrated Emergency Reporting System Records
Record Series Abstract: Files consist of Tennessee Integrated Emergency Reporting system records, including Incident-Accident Plans, Situation Reports, documentations of incidents, logistical request records.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Records are to be maintained permanently at agency. Records are to be maintained in electronic format as long as the electronic content has been verified and will be maintanined permantly on agency server.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 944
Record Location: On-site in TEMA offices at the Department of Military
File Arrangement: Numeric
Media Format Generated: Electronic
Media Format Stored: Electronic: Other
Date Range: 2008 - current
Annual Accumulation: 2 cu. ft.; 25 GB
Current Volume: 12 cu. ft; 140 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 4
Past Year: 2
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Emergency Assistance Administration (FEMA)
Essential Record: Yes - Original
Essential Record Stored: On-site in TEMA offices at the Department of Military
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 10-7-504 (3)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: 10-7-504 (3)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TEMA Servers meet OIR standards
IT-ABC Number: N/A-TEMA Servers are not with OIR
Hardware Description: TMS is backed up twice daily (1200 and 1900) to back up server. Files are backed up to HP and Dell windows Servers and replicated offsite weekly.
Software Description: Microsoft SQL Server
System Location: TMEA HQ 3041 Sidco Drive,Nashville, TN 37204
Backup Procedures: Backed up nightly
Disaster Recovery: Restore the files from backup
Data Migration Description: Extract-Transform-Load
Metadata Description: Type: (most files are Excel or Word), size, author, date created, date modified
Contact Information
Contact Name: Gary Beazley
Job Title: Emergency Management Administrator
Address 1: 3041 Sidco Drive
Address 2:
City: Nashville
Zip: 37204
Phone: 615-253-3396
Email: gbeazley@tnema.org
Agency: Dept. of Military
Agency Head: MG Terry M Haston
Director: David Purkey
Allotment Code: 34104
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-23-2015 No recommended changes.
Tennessee State Libary and Archives: 07-27-2015 No recommended changes.
Comptroller Audit Review: 2015-07-23 We have reviewed RDA 2513 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 07-28-2015 No additional changes are required. Will get Commissioner\'s signature and submit. C Lysinger
RMD Director Recomendations: 09-15-2015 RDA 2513 is a request to revise an RDA. The records series retention will increase from three years to permanent. The format will change from paper to electronic. The record will be kept for long term reference. Recommend approval of request to revise RDA 2513.
Signed Form Received: 2015-08-04
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 2513
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
944 2513 2015-10-13 Approved