Core Data
RDA Number
11130
Effective Date
Mon, 10/20/2025
Record Series Abstract
This record series includes all files used to administer the design and construction of a Capital Project and are not covered by RDAs 11131, 11132, 11219, and 11223. Files contained in this records series include, but are not limited to, procurement documents; contracts; notice to proceeds; plans and specifications (“Project Manuals”); invoices; requests for information; meeting minutes; contract modifications such as amendments, supplements, and change orders; and certificates of insurance, occupancy, and substantial completion.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the completion of the project.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The Capital Project Paper Files will be maintained in Agency for 2 years after project completion, then transferred to the State Record Center for 8 years. The Electronic Records are maintained in agency for 10 years. At the end of the total retention period both paper and electronic records will be destroyed. Procurement documents that are unopened or not otherwise used in the evaluation of the respondent’s submission will be returned to the respondent and/or purged from the system upon determination that the respondent was non-responsive, not responsible, not qualified, disqualified, or otherwise not able to move forward in the procurement process and upon the expiration of any applicable protest period.
Worksheet
Record Location
Tennessee Tower, DGS-STREAM File Room
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
1995 to current
Agency
Allotment Code
32107
Annual Accumulation
Paper 150 cu.ft., Electronic 30 gigabytes
Current Volume
Paper 2,105 cu.ft., Electronic 235 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Veterans Affairs, FCC, EPA-TDEC, Forestry-Department of Interiors, TOSHA, OSHA, Labor & Workforce.
Essential Record
Yes - Original
Essential Record Stored
Tennessee Tower, DGS-STREAM File Rm and State Records Center
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 years
Records Center Retention Period
8 years
Electronic Records Plan Inventory
System Name
STREAM share, the full system name is on file with Strategic Technology Solutions (STS).
Hardware Description
Hardware description on file with Strategic Technology Solutions (STS). All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file with Strategic Technology Solutions (STS). All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
System location is on file with Strategic Technology Solutions (STS).
Backup Procedures
Backup procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Disaster Recovery
Disaster recovery procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Data Migration Description
Data migration procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) guidance.
RDA Comments
Records Management Division (RMD)
Fri, 09/19/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11130 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 09/23/2025
The agency agrees and has no further comment.
RMD Director
Mon, 09/29/2025
RDA 11130 is a request to revise an RDA. The retention period will remain ten years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11130.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11130
