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Internal Policies and Procedures

RDA Number
SW22
Effective Date
Record Series Abstract
Official record copy of the policies and procedures. One copy of the policy, procedure, or rule will be kept by the issuing entity for retention/reference. Records series will include interim policies and procedures as well.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon expiration of the policy or procedure.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Issuing agency will maintain at least one copy of the policy or procedure for the full retention period. Records may be maintained in either paper or electronic format, provided the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Paper: Sheet
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Paper: Sheet
Date Range
to current
Agency
Allotment Code
305.13
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Records officer shall keep documentation of specific location.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
5
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
The backup procedures system shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Records Management Division (RMD)
06-17-2021
No recommended changes.
Tennessee State Library and Archives
07-01-2021
No recommended changes.
Comptroller Audit Review
06-17-2021
We have reviewed RDA SW22 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-09-2021
Agency concurs, thank you.
RMD Director
08-18-2021
Statewide RDA SW22 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise Statewide RDA SW22.
Public Records Commission
10-25-2021
PRC approves RDA SW22.