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Core Data
RDA Number
SW10
Effective Date
Record Series Abstract
Documents relating to the lease space in which various state agencies and departments are housed excluding the lease agreement. Examples: space action request documentation, request for proposals, and other related correspondence/documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon Termination or Expiration of Lease including any Amendments/Extensions or Holdovers.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files may be kept in agency for the full five year retention or transferred to the Department of General Services. Department of General Services shall maintain records according to state approved methods detailed under Department of General Services RDAs 11025 Interior Space Planning Project Files and 11059 Lease Files. This RDA does not include the Lease Agreement itself which falls under RDA 11221 and is kept permanently by the Department of General Services.
Worksheet
Record Location
Department of General Services
File Arrangement
alpha numeric
Media Format Generated
Both
Date Range
1971 - current
Agency
Allotment Code
30513
Annual Accumulation
Records officer all keep documentation of specific volume.
Current Volume
Records officer shall keep documentation of specific volume.
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Files are to be immediately transferred to the Department of General Services where they will be retained permanently.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
TCA 12-2-108(c); TCA 10-7-303(e)
Electronic Records Plan Inventory
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description
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.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
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.
RDA Comments
Records Management Division (RMD)
07-13-2017
No recommended changes
Tennessee State Library and Archives
07-18-2017
No recommended changes.
Comptroller Audit Review
07-13-2017
We have reviewed RDA SW10 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-28-2017
Agency Concurs
RMD Director
08-15-2017
RDA SW10 is a request to revise an RDA. The retention period will change from Permanent to five years and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. The reason for the change in retention is that all of the permanent lease documents in the records series are transferred to the Department of General Services and retained under RDA 11221. Recommend approval of request to revise RDA SW10.
Public Records Commission
09-07-2017
PRC approves RDA SW10.