Record Series Abstract
Temporary Records, is defined at T.C.A 10-7-301(13)as: material which can be disposed of in a short period of time as being without value in documenting the function of an agency. Temporary records will be scheduled for disposal by requesting approval from the public records commission [PRC] utilizing a records disposition authorization [RDA]. Video, audio and still photography captured and produced by agency employees for the use of the agency and which do not meet quality standards (blurry, out of focus, etc.) are temporary and to be removed at the discretion of the creator and/or staff. Any media that is not disposed of will be covered under SW36
Record Series Active
Cut Off at End of
If Other, Explain
Files are cut off when no longer of administrative value to the division
Total Retention Years
Total Retention Months
Retention End Action
Files are removed as they are deemed to be below acceptable standards and not fit for current or future use.
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?
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 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 SW37 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs, thank you.
RDA SW37 is a request for a new RDA. The retention period will be zero years and destroy, these are temporary records. The format will be paper/electronic. Recommend approval of request to create RDA SW37.