Core Data
RDA Number
410
Effective Date
Mon, 10/20/2025
Record Series Abstract
Documentation created to support engagements (audits, attestations, examinations, special reports, and letter reports) produced by the divisions of State Audit and Health Provider Review. This documentation may include, but is not limited to, electronic and paper working papers, documentation obtained as part of the Governmental Entity Review Law Q&A process, documentary evidence such as contracts, interviews, etc., used to support conclusions, results, findings, observations, and recommendations.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Report Publication Date
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be maintained in agency for five years. All records will then be destroyed by state approved methods when retention ends. Electronic and paper records may be kept past retention period for reference and research purposes as needed.
Worksheet
Record Location
Cordell Hull Building – 3rd Floor and Agency Servers
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1996 to current
Agency
Allotment Code
30704
Annual Accumulation
50 cu. ft., 250 GB
Current Volume
850 cu. ft., 2TB
Record Value
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original records are stored in both paper and electronic. Electronic records are stored on agency servers. Paper records are stored in agency and, when necessary, at the state records center.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
10-7-504 TCA
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Both Paper and Electronic Records maintained in agency 1 to 5 years space permitting.
Records Center Retention Period
When necessary due to space requirements paper records may be stored at the state records center for the retention period.
Retention Legal Citation
10-7-504 TCA
Electronic Records Plan Inventory
System Name
TeamMate + Audit
Hardware Description
Agency Servers in the Agency’s Cloud Environment
Software Description
Word, Excel, PDF, documents
System Location
Agency's Cloud Environment
Backup Procedures
Agency servers are backed up daily within the agency’s cloud environment and replicated daily to the agency’s separate disaster recovery cloud location.
Disaster Recovery
The agency has procedures for recovering data from its cloud environment and its separate disaster recovery cloud location.
Data Migration Description
Data stored on File Servers with appropriate document extension.
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 410 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
No changes
RMD Director
Fri, 09/26/2025
RDA 410 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, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 410.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 410
