An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10124
Effective Date
Record Series Abstract
Record series contains building information regarding property owned by the state. Records include, but are not limited to: building value; contents value; Construction, Occupancy, Protection, and Exposure (COPE) data; and other underwriting data.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The data is maintained until the property is sold or destroyed.
Total Retention Years
1
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The data is maintained in the system until the property is sold or destroyed; the agency then notifies the Risk Management Division and requests the file's deletion.
Worksheet
Record Location
Andrew Jackson Building, 14th floor
File Arrangement
Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
1970s to Current
Agency
Allotment Code
309
Annual Accumulation
50 Megabyte electronic
Current Volume
2 Gigabyte electronic
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Essential record 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
0 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)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
03-31-2022
No recommended changes.
Comptroller Audit Review
04-05-2022
We have reviewed RDA 10124 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
Agency concurs with recommendations.
RMD Director
04-11-2022
RDA 10124 is a request to revise an RDA. The retention period will change from zero to one year and then destroy. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10124.
Public Records Commission
04-25-2022
PRC approves RDA 10124