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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 534
Database ID: 42
Record Series Title: Non-Fatality Fire Investigation Cases
Record Series Abstract: RECORD CAN INCLUDE, BUT IS NOT LIMITED TO CAUSE & ORIGIN, INVESTIGATION REPORT, CONSENT TO SEARCH, DIAGRAMS, PHOTO LOGS, EVIDENCE LOGS, INSURANCE INFORMATION, WITNESS STATEMENTS, CLOSING REPORT, GENERAL ADMINISTRATION DOCUMENTS, AND REPORTS FROM PARTNERING JURISDICTIONS.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: CLOSURE DATE OF THE INVESTIGATION
Total Retention: 30 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Documents will be maintained in either paper or electronic format as long as the electronic file has been verified for completeness and accuracy. Paper records will be maintained in Agency for 5 years, and then sent to the State Record Center for 25 years. The electronic records will be kept on the Alcohol, Tobacco & Firearms (ATF) Bomb & Arson Tracking System (BATS) server as outlined in the Electronics Records Plan Inventory for 30 years accessible by Agency.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 42
Record Location: Department of Commerce and Insurance Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN 37243
File Arrangement: Alpha/Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2013-Current
Annual Accumulation: 20-25 cubic ft./ 1GB
Current Volume: 70-75 cubic ft./ 3GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 5
2 - 5 Years: 2
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: In Agency
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: Rule 16(a)(2) of the Tennessee Rules of Criminal Procedure
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 30 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 4 years
Records Center Retention Period: 25 years
Final Disposition after Retention Expires: Destroy
Legal Citation: Rule 16(a)(2) of the Tennessee Rules of Criminal Procedure
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: BATS
IT-ABC Number: N/A
Hardware Description: NTCTSTBATS01
Software Description: IIS Web Application
System Location: Martinsburg, WV
Backup Procedures: Windows Backup using VSS Copy options (bare metal, system state, C), daily at 10:30pm EST, stored on CIFS share.
Disaster Recovery: Application server was cloned and setup in AWS. AWS DR application server was setup as a normal application server with regular updates to the OS and the BATS application. Nothing is replicated between the NTC application server and the AWS application server because all data is stored in the SQL DBs (a live mirror between the Prod SQL cluster and the AWS SQL cluster) the servers connect to. The AWS DR application itself is maintained and updated along with the NTC application as needed and has the same IIS roles and settings.
Data Migration Description: The data is manually entered in to BATS by the Agency
Metadata Description: The images are stored in the database in a binary format
Contact Information
Contact Name: Jill Wilder
Job Title: Records Officer
Address 1: 500 James Robertson Parkway
Address 2: Davy Crockett Tower, 9th Floor
City: Nashville
Zip: 37243
Phone: 615-532-6391
Email: jill.wilder@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Julie Mix McPeak
Director: Steve Majchrzak/Billy Deering/Steve Sparks
Allotment Code: 33503
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 534 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-05-2018 Agency concurs with no recommended changes.
RMD Director Recomendations: 10-12-2018 RDA 534 is a request to revise an RDA. The retention period will remain thirty 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 534.
Signed Form Received: 2018-10-12
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 534.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
42 534 2018-10-30 Approved