An official website of the Tennessee Secretary of State.
Core Data
RDA Number
903
Effective Date
Record Series Abstract
OFFICIAL BONDS INCLUDE SURETY BONDS FOR COUNTY PUBLIC OFFICIALS, SURETY BONDS FOR LOCAL EDUCATION AGENCIES, AND SURETY BONDS FOR EMERGENCY COMMUNICATIONS DISTRICTS.
Record Series Active
No
Cut Off at End of
Other
If Other, Explain
term of office
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut off, hold yearly received bonds for a total of 10 years. Maintain paper records in agency for 5 years, then scan to electronic format. After electronic record is verified for completeness and accuracy, destroy paper records by state approved methods. Maintain electronic records for 5 years in Filenet or OpenText, then destroy by state approved methods. As of 2014, state no longer has responsibility for bond receipt. This RDA can be retired in 2024, after last bonds are held for 10 years.
Worksheet
Record Location
Cordell Hull Building, Office of Administration/COT, 4th Floor 425 Fifth Ave North, Nashville, TN 37243-3400
File Arrangement
Alphabetically by county / year
Media Format Generated
Paper
Date Range
2004 - 2014
Agency
Allotment Code
30707
Annual Accumulation
0 cu ft, .25 gb
Current Volume
6 cu ft , .13 gb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
ECM (Electronic Content Manager), Filenet or OpenText / Windows Server 2012
Hardware Description
WINDOWS SERVER 2012
Software Description
Filenet or OpenText Content Server 16.2.1
System Location
DEPARTMENT OF COMPTROLLER
Backup Procedures
STANDARD, FILE LEVEL BACKUP SERVERS. FULL BACKUPS COMPLETED WEEKLY WITH DAILY INCREMENTAL BACKUPS.
Disaster Recovery
DEPARTMENT OF COMPTROLLER MAINTAINED AND SUPPORTED
Data Migration Description
DEPARTMENT OF COMPTROLLER MAINTAINED AND SUPPORTED
RDA Comments
Records Management Division (RMD)
03-22-2018
No recommended changes.
Tennessee State Library and Archives
03-26-2018
No recommended changes.
Comptroller Audit Review
03-22-2018
We have reviewed RDA 903 from an audit standpoint. Please set the audit requirements to either "state" or "both".
Agency Records Officer
03-26-2018
Agency concurs with audit comment. Audit requirement should be changed to state.
RMD Director
03-29-2018
RDA 903 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will remain paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 903 with the following change: Audit Requirements State
Public Records Commission
04-25-2018
PRC approves RDA 903 with the following changes: Audit Requirements State