An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11212
Effective Date
Record Series Abstract
Records Series includes: Election Petitions and Certificates of Write In Candidacy; Ballot Approvals; Six-Month Reports and Presidential Preference Primary Statement of Expenses.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Election date
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received in paper format and scanned for retention. After scans are verified for completeness and accuracy, paper records will be stored in office for 1 year and then destroyed by State approved methods. Electronic document are kept for 5 years and then destroyed by state approved methods.
Worksheet
Record Location
Department of State Division of Elections 7th Floor, WR Snodgrass TN Tower Nashville, TN
File Arrangement
By County
Media Format Generated
Paper
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
6 cu. ft.; 1 gb
Current Volume
5 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
5 years
Retention Legal Citation
Tenn. Code Ann. 2-8-108
Electronic Records Plan Inventory
System Name
Election Petitions and Reports
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)
09-05-2019
No recommended changes.
Tennessee State Library and Archives
09-23-2019
No recommended changes.
Comptroller Audit Review
09-05-2019
We have reviewed RDA 11212 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-23-2019
No recommended changes.
RMD Director
10-23-2019
RDA 11212 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11212.
Public Records Commission
11-12-2019
PRC approves RDA 11212.