An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1769
Effective Date
Record Series Abstract
Records include but not limited to; description of box contents received from agencies, requests from agencies to temporarily or permanently withdraw records stored in the records center, records of disposal reports, correspondence, and certificates of destruction (submitted duplicate of agency certificate).
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records are to be kept in agency for 1 year. Then transferred to the state records center for 4 years then destroyed by state approved methods. Records in Electronic format will be kept in agency on state servers and then destroyed by state approved methods after 5 years.
Worksheet
Record Location
312 Rosa L. Parks Ave. Nashville, TN 37243; State Records Center
File Arrangement
Chronological
Date Range
to
Agency
Allotment Code
30513
Annual Accumulation
1 cubic feet; 2 GB
Current Volume
4 cubic feet; 4 GB
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
4 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
MICROSOFT SHAREPOINT STORAGE
Hardware Description
CLOUD-HOSTED VIRTUAL STORAGE
Software Description
MICROSOFT SHAREPOINT
System Location
SOS MICROSOFT 365 EA TENANT
Backup Procedures
Incremental daily virtual backups, monthly full virtual backups, and annual full virtual backups
Disaster Recovery
REPLICATED TO ALTERNATE VIRTUAL STORAGE IN A DIFFERENT US REGION
Data Migration Description
MIGRATION STRATEGY ON FILE
RDA Comments
Records Management Division (RMD)
08-16-2018
No recommended changes.
Tennessee State Library and Archives
08-16-2018
No recommended changes.
Comptroller Audit Review
08-17-2018
We have reviewed RDA 1769 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-22-2018
No recommended changes.
RMD Director
08-28-2018
RDA 1769 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1769.
Public Records Commission
10-30-2018
PRC approves RDA 1769.