An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW17
Effective Date
Record Series Abstract
Working Papers are defined in T.C.A. 10-7-301(14) as: those records created to serve as input for final reporting documents, including electronic data processed records, and/or computer output microfilm, and those records which become obsolete immediately after agency use or publication. Working Papers are used to produce a record in its final form. Working papers, as covered by this RDA, include those records that have evidentiary or informational value once their preparation has been completed and that relate to significant steps taken in preparing the final record - for example, substantive drafts that provide significant context for the development of the final record. The final record resulting from the working papers is governed by the appropriate RDA. This RDA does not apply to Annual Reports (SW15), Budget (SW18), or Internal Audit (SW11) working papers. This RDA covers all other working papers unless superseded by another specific RDA.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off upon completion of the final product.
Total Retention Years
1
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off upon completion of the final product and should be disposed of according to content. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. The record resulting from the working papers shall be handled according to its Records Disposition Authorization.
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Both
Date Range
current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of specific accumulation.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 10-7-301(14)
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. Though of a short term retention it is important for the electronic information to be up to date as the records must accessible until no longer of administrative use.
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)
07-20-2017
No Recommended Changes.
Tennessee State Library and Archives
08-02-2017
No recommended changes.
Comptroller Audit Review
07-25-2017
We have reviewed RDA SW17 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-03-2017
Agency Concurs
RMD Director
08-15-2017
RDA SW17 is a request to revise an RDA. The retention period will remain one year and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA SW17.
Public Records Commission
09-07-2017
PRC approved RDA SW17.