An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11211
Effective Date
Record Series Abstract
Cancellations, Voter Registration Inspection Reports, Federal Notices of Felony Convictions, Restoration of Voting Rights, Citizenship Inquiry Documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of calendar year in which voting rights are restored, voter is purged from rolls, or citizenship inquiry is received.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper, paper documents will be scanned once records are verified for completeness and accuracy, paper records will be destroyed and electronic record will be maintained in office for 5 years and destroyed by state approved methods.
Worksheet
Record Location
Department of State Division of Elections 7th Floor, WR Snodgrass TN Tower Nashville, TN
File Arrangement
Chronologically by Topic
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
2 cu. ft.; 100 mb
Current Volume
8 cu. ft.; 500 mb
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
5 years
Retention Legal Citation
Tenn. Code Ann. 2-8-108
Electronic Records Plan Inventory
System Name
Pass-through Election Documents
Hardware Description
Hardware description on file. All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file. All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
On file
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Tapes are sent to an approved vendor for storage and rotated/recycled according to agency policy and procedures that meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) office.
Disaster Recovery
Disaster recovery plan on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Data Migration Description
Migration Strategy on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11211 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
No recommended changes.
RMD Director
10-12-2018
RDA 11211 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, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11211.
Public Records Commission
10-30-2018
PRC approves RDA 11211.