Record Series Abstract
Databases used for the collection of information to facilitate in communication and correspondence with the public. Includes spreadsheets/lists in paper format if an agency utilizes instead of electronic. Examples may include mailing lists for magazine or newsletter subscriptions, communication tracking systems, requests for publications, and agency/news updates.
Record Series Active
Cut Off at End of
If Other, Explain
Each Calendar Year or when agency no longer utilizes the mailing list, whichever is longer.
Total Retention Years
Total Retention Months
Retention End Action
Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Records officer shall keep documentation of specific location.
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
2010 to current
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of specific volume.
Information Shared Outside the State
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Records Officer shall document system name.
All hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions(STS)
All software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions(STS) . Agency shall use File Types and Formats that are considered High Confidence by STS.
Agency Records Officer shall document the system location.
Backup procedures system shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions(STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA SW31 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs, thank you.
RDA SW31 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW31.