An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11460
Effective Date
Record Series Abstract
Documents for the grant application and awarding of grant funding from the United States Department of Health and Human Services (HHS). Records include, but are not limited to, reports, quarterly financial and statistical reports outlining the unit’s indictments, convictions and civil case settlements, correspondence, training records, Annual Statistical Reports and expenditure records sent to and audited by the HHS, Office of Evaluation and Inspections of the Inspector General.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Federal Fiscal Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are cut off at the end of the federal fiscal year and are maintained permanently in paper and/or electronic format. Beginning of 2022, all grant records are retained electronically. Any paper grant records generated after 2022 will be converted to electronic format and will be destroyed once the electronic content has been verified for completeness, accuracy, and usability. Prior paper records will be scanned when time allows and will be checked for completeness and accuracy then will be destroyed by state approved methods. These records are kept permanently due to their association with federal grant funding that is subject to audit and review by HHS. This record series is used for historical context when administering current grants and for reference when requesting renewal of the grants for Federal Financial Participation.
Worksheet
Record Location
in agency
File Arrangement
numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
2006 to current to
Agency
Allotment Code
348
Annual Accumulation
.5 cubic foot / 0.1 GB
Current Volume
14 cubic feet/ 0.2 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
The federal government provides 75% total funding for our division through the U.S. Department of Health and Human Services, and we are audited by their Office of Evaluation and Inspections of the Inspector General.
Essential Record
Yes - Original
Essential Record Stored
Electronic and Paper stored at the Tennessee Bureau of Investigation Headquarters, 902 R.S. Gass Blvd., Nashville, TN 37216.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
Permanent
Electronic Records Plan Inventory
System Name
Dell EMC to Avamar to an EMC Data Domain in addition to PureStorage Array
Hardware Description
Dell EMC/ PureStorage Array
Software Description
Avamar and PureStorage
System Location
Onsite Tennessee Bureau of Investigation, 901 R.S. Gass Blvd., Nashville, TN 37216. Offsite Data Center South (DCS) Smyrna, TN
Backup Procedures
Full snapshot of system performed DAILY at a minimum, utilizing a combination of Avamar, PureStorage, EMC Data Domain, and VMAZ systems. Stored onsite for 60 days then transferred offsite to DCS.
Disaster Recovery
In the event of a Primary Server failure resulting in a loss of data, the files would be accessed utilizing the backup system detailed above. (Avamar Backups, Data Domain, PureStorage, VMAX). Full recovery process is available through the Tennessee Bureau of Investigation Technology and Innovation Division.
Data Migration Description
Onsite for 60 days then transferred to DCS.
RDA Comments
Records Management Division (RMD)
03-21-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 11460 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2024
We concur. Thank you.
RMD Director
03-26-2024
RDA 11460 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of the request to create RDA 11460.
Public Records Commission
04-24-2024
PRC approves RDA 11460