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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 474
Database ID: 38
Record Series Title: General Correspondence. Questions regarding election laws in Tennessee.
Record Series Abstract: Series consist of letters originating from voters, candidates, elections officials and members of the public regarding the election process in Tennessee. The series does not include correspondence from or on behalf of the Coordinator of Elections.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated and stored in both paper and electronic format. Records are kept for 5 years and destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 38
Record Location: Department of State Division of Elections 7th Floor, WR Snodgrass Tower Nashville, TN
File Arrangement: Chronologically by Topic
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2013-Current
Annual Accumulation: Less than 1 cu. ft. / 1gb
Current Volume: 1 cu. ft / 5 gb
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 5
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Departmental File Server
IT-ABC Number:
Hardware Description: Departmental Storage Array; HP SAN/NAS, HP DL Servers
Software Description: Windows file server; Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location: Division of Elections - 312 Rosa L. Parks Ave., 7th Floor
Backup Procedures: Departmental Storage Backup & Recovery Solution; Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape). Physical backup tapes sent off site to Iron Mountain Vault.
Disaster Recovery: Departmental Storage Backup & Recovery Solution; In the event of a Primary Server failure resulting in a loss of data, the files would be accessed on the Disaster Recovery servers. I
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: Amy Gregory
Job Title: Executive Assistant
Address 1: 312 Rosa. L. Parks Ave
Address 2: 7th Floor
City: Nashville
Zip: 37243
Phone: 6157417956
Email: Amy.Gregory@tn.gov
Agency: Secretary of State
Agency Head: Secretary Tre Hargett
Director: Mark Goins
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 474 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-05-2018 No recommended changes.
RMD Director Recomendations: 10-12-2018 RDA 474 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 474.
Signed Form Received: 2018-10-12
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 474.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
38 474 2018-10-30 Approved