An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11033
Effective Date
Record Series Abstract
Records related to federal grants awarded to the Tennessee State Library & Archives for library development across the state. Includes annual reports, five-year program plans, five-year evaluations, and contracts given to subrecipient libraries.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon submission of fifth-year annual report.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off upon submission of final fifth-year annual report, maintain for 5 years in agency and destroy. Files may be maintained electronically. Paper files may be scanned for electronic retention and, after verifying completeness and accuracy, paper files may be destroyed by state approved methods.
Worksheet
Record Location
TSLA Library Planning & Development storage area
File Arrangement
LSTA award number
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Paper
Date Range
to
Agency
Allotment Code
30504
Annual Accumulation
4 cu. ft.
Current Volume
25 cu. ft.
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Institute of Museum and Library Services
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
45 CFR 1183.42 (a) and (b)
Electronic Records Plan Inventory
System Name
Library Services and Technology Act (LSTA) Federal Grant Files
Hardware Description
Hardware description on file. All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file. All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
On file
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Tapes are sent to an approved vendor for storage and rotated/recycled according to agency policy and procedures that meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) office.
Disaster Recovery
Disaster recovery plan on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Data Migration Description
Migration Strategy on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
RDA Comments
Records Management Division (RMD)
09-16-2013
No recommended changes.
Tennessee State Library and Archives
09-16-2013
No recommended changes.
Comptroller Audit Review
09-16-2013
We have reviewed RDA 11033 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-16-2013
Thank you.
RMD Director
09-18-2013
Recommend approval of RDA 11033
Public Records Commission
10-04-2013
PRC approves RDA 11033