An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11266
Effective Date
Record Series Abstract
Documents relating to contracts and Grants between state agencies and vendors. Records includes a copy of the final contract, and Grants. Requests for Proposals (RFP) documents, Requests for Information (RFI) documents, bid evaluation documents, statements of work, deliverable documentation, change order documentation, correspondence, monitoring documentation, reports and other related documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Termination or expiration of the contract or Grant and submission of final expenditure report
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the termination or expiration of each contract and Grant then maintained for ten years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format must meet minimum security and software/server environment standards as set by Finance and Administration (F&A)/Strategic Technology Solutions.
Worksheet
Record Location
All records kept in Edison. Paper records kept at 310 Great Circle Road 4 floor East in the following. Current Contracts and Grants in Room 427-4 East. Contracts and Grants that have ended in Room 407-4 east
File Arrangement
alpha/numeric
Media Format Generated
Both
Date Range
2007 - current
Agency
Allotment Code
31865
Annual Accumulation
35 cubic ft, 2.91 GB
Current Volume
155 cubic ft, 19 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
May be shared with any corresponding Federal Agencies. Contracts and Grants are public information and are available to General Public. They are posted on internet.
Essential Record
Yes - Original
Essential Record Stored
Electronic Records stored in Edison. Paper records stored at 310 Great Circle Road. Current records in room 412-4 east Contracts and Grants that have ended in room 407-4 east
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Retention Legal Citation
45 CFR 155.1210 42 CFR 431.17
Electronic Records Plan Inventory
System Name
Edison is the official system depository of Grants and Contracts
Hardware Description
Stored and accessed on the State's Edison System. The hardware is maintained by the STS/Edison team.
Software Description
Stored and accessed on the State's Edison System. The software is maintained by the Office of Strategic Technology Solutions (STS). Agency uses File Types and Formats that are considered High Confidence by STS.
System Location
Stored on the State's Edison System which is maintained by STS/Edison team at their data center
Backup Procedures
Backup procedures are maintained by STS/Edison Team. Backup procedures shall be reviewed and tested annually by STS/Edison Team
Disaster Recovery
Stored on the State's Edison System. The disaster Recovery Plan is created and executed by the STS/Edison team. Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Stored on the State's Edison System. The data migration plan is executed by the STS/Edison team
RDA Comments
Records Management Division (RMD)
03-08-2018
No recommended changes.
Tennessee State Library and Archives
03-08-2018
No recommended changes.
Comptroller Audit Review
03-09-2018
We have reviewed RDA 11266 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-08-2018
Agency concurs
RMD Director
03-15-2018
RDA 11266 is a request for a new RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11266.
Public Records Commission
04-25-2018
PRC approves RDA 11266.