Record Series Abstract
Finished products of video, audio and digital images captured and produced of official agency business created and used by the employees of the agency.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Maintain in agency for five (5) years then transfer to Tennessee State Library and Archives in recommended format for permanent retention. Corresponding metadata will be transferred in a pre-approved format.
Agency records officer shall keep documentation of specific location.
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
2000 to current
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of total volume.
Information Shared Outside the State
Does this Record Series Contain Sensitive Information?
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 the Strategic Technology Solutions (STS)
All software for maintaining the records series shall be maintained in accordance with the current standards of the 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 shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the 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 SW36 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs, thank you.
RDA SW36 is a request for a new RDA. The retention period will be five years and permanent, transfer to Library & Archives. The format will be paper/electronic. Recommend approval of request to create RDA SW36.