An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11060
Effective Date
Record Series Abstract
Records include but not limited to; Records Officer Appointment/ Termination Form, Web Application Access Form and Richards & Richards Security List, related correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Fiscal Year of when policy/procedure is superseded/replaced or separation of employee, whichever occurs first.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be kept in agency in Paper/ Electronic format prior to 2018 records were kept in paper format, stored at State Records Center. Currently records are kept in electronic format in agency for 5 years after retention period records will be destroyed by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave.
File Arrangement
Chronologically and Alphabetically
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
2013 to Current
Agency
Allotment Code
30513
Annual Accumulation
2 gb
Current Volume
4 cu ft., 3 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Essential Record
No
Confidential
No
Media Recommendation Other
Current Format
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
15 years
Electronic Records Plan Inventory
System Name
Records Management Administrative 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)
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.