An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2393
Effective Date
Record Series Abstract
Record series contains applicant records and supporting documentation for banks participating in the collateral pool or serving as trustee custodians. Record series also includes letters of credit from Federal Home Loan Banks.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off upon withdrawal from the program.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Incoming documents are scanned and verified for accuracy; paper files are shredded after verification. Electronic copies kept in an agency database for 10 years then destroyed by state approved methods.
Worksheet
Record Location
Andrew Jackson Building, 13th floor
File Arrangement
alpha and numeric
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
309
Annual Accumulation
.5 Megabyte electronic
Current Volume
3.3 Megabyte electronic
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
essential record is stored electronically in agency
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
System meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Hardware Description
System Hardware meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Software Description
System Software meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Backup Procedures
System Backup Procedures meet or exceed STS requirements. Information not publicly listed due to security reasons.
Disaster Recovery
System Disaster Recovery meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Data Migration Description
System Data Migration meets or exceeds STS requirements. Information not publicly listed due to security reasons.
RDA Comments
Records Management Division (RMD)
02-26-2015
No recommended changes.
Tennessee State Library and Archives
02-27-2015
No recommended changes.
Comptroller Audit Review
02-27-2015
We have reviewed RDA 2393 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-02-2015
Agency concurs.
RMD Director
03-04-2015
RDA 2393 is a request to revise an RDA. The retention period will change from twenty years to ten years and the format will be electronic. Recommend approval of RDA 2393.
Public Records Commission
03-30-2015
RDA 2393 approved by the PRC.