An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2166
Effective Date
Record Series Abstract
Capitalization Grant Awards, Work Plans, Annual Reports, Grant Awards, Intended Use Plan, Environmental Protection Agency Overview, Monthly Time Reporting, Operating Agreements, Audits, File Maintenance, Contracts, etc.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The files are to be cut off when grants are expended and final financial status reports are complete.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off when grants are expended and final financial status reports are complete. Records are received in paper and electronic format. Paper records are scanned once verified paper is destroyed. Electronic records are kept until cut off and then retained for 5 years then destroy by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks Blvd
File Arrangement
Alphabetical
Media Format Stored
Electronic
Date Range
to
Allotment Code
327.34
Annual Accumulation
6 Cubic feet, will begin electronic storage March 2017
Current Volume
12 cubic feet, will begin electronic storage March 2017
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
40 CFR 31.42
Electronic Records Plan Inventory
System Name
Enterprise FileNetEnterprise FileNet, Microsoft SharePoint, Network Access Storage (NAS) Drive, Edison, or other Strategic Technology Solutions (STS) approved storage system.
Hardware Description
If stored on the State’s Edison System the hardware is maintained by STS/Edison team at their data center. If not on Edison, all hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. If not on Edison, all software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location
If stored on the State's Edison System it is maintained by STS/Edison team at their data center. If not on Edison, Agency Records Officer shall document the system location.
Backup Procedures
If stored on the State's Edison System the backup procedures are developed by STS/Edison team. If not on Edison, Backup procedures shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
If stored on the State's Edison System the disaster recovery plan is created and executed by STS/Edison team. If not on Edison, the 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
If stored on the State's Edison System the data migration plan is executed by the STS/Edison team. If not on Edison, the Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
02-16-2017
No recommended changes.
Tennessee State Library and Archives
02-16-2017
No recommended changes.
Comptroller Audit Review
02-16-2017
We have reviewed RDA 2166 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-21-2017
Thank you.
RMD Director
03-07-2017
RDA 2166 is a request to revise an RDA. The retention period will remain five years and destroy. The format will change to electronic. Legacy microfilm will be maintained until retention expires. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 2166.
Public Records Commission
03-28-2017
PRC approves RDA 2166.