An official website of the Tennessee Secretary of State.
Core Data
RDA Number
474
Effective Date
Record Series Abstract
Series consist of letters originating from voters, candidates, elections officials and members of the public regarding the election process in Tennessee. The series does not include correspondence from or on behalf of the Coordinator of Elections.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in both paper and electronic format. Records are kept for 5 years and destroyed by state approved methods.
Worksheet
Record Location
Department of State Division of Elections 7th Floor, WR Snodgrass Tower Nashville, TN
File Arrangement
Chronologically by Topic
Date Range
to
Agency
Allotment Code
000
Annual Accumulation
Less than 1 cu. ft. / 1gb
Current Volume
1 cu. ft / 5 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
General Correspondence. Questions regarding election laws in Tennessee.
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 474 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 474 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 474.
Public Records Commission
10-30-2018
PRC approves RDA 474.