An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11117
Effective Date
Record Series Abstract
Documentation created to support findings, conclusions/results, recommendations, and reports, produced by financial and information system auditors within the Division of Local Government Audit. This may include but is not limited to: documentary evidence such as contracts, checks, and invoices; analytical evidence such as data comparisons and analyses of account balances; testimonial evidence such as interviews, surveys, and questionnaires; and physical evidence such as inventory counts.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Electronic records will be maintained on agency server for five years. All records will then be destroyed by state approved methods. If working papers are being used in a court proceeding, working papers will be kept until all appeals have been exhausted.
Worksheet
Record Location
Cordell Hull Building - 3rd Floor
File Arrangement
Alpha
Media Format Generated
Electronic
Date Range
2006-current
Agency
Allotment Code
307.05
Annual Accumulation
15 GB
Current Volume
100 GB
Record Value
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original electronic records are stored on agency servers.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
10-7-504 TCA
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
10-7-504 TCA
Electronic Records Plan Inventory
System Name
agency network server
Hardware Description
stored on file servers with appropriate folders
Software Description
word, excel, pdf, documents
System Location
Cordell Hull Building
Backup Procedures
Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR Site.
Disaster Recovery
The recovery goal for File Storage Servers - 8 hours.
Data Migration Description
Data stored on File Servers with appropriate document extension.
RDA Comments
Records Management Division (RMD)
06-11-2015
No recommended changes.
Tennessee State Library and Archives
06-11-2015
No recommended changes.
Comptroller Audit Review
06-11-2015
We have reviewed RDA 11117 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-17-2015
no changes
RMD Director
09-15-2015
RDA 11117 is a request for a new RDA. The cut off is each Fiscal Year and the retention period will be for five years and destroy. The format will be electronic. Recommend approval of RDA 11117.
Public Records Commission
10-13-2015
PRC approves RDA 11117.