An official website of the Tennessee Secretary of State.
Core Data
RDA Number
495
Effective Date
Record Series Abstract
These files are a reproduction of all technical drawings or engineering drawings used to build or renovate our Health Care Facilities. They contain interior, exterior, complete facility, mechanical and technical blueprints for components, electrical wiring relate to each drawing as required by the State of TN. The drawings or blueprints are kept organized in storage cabinets and flat files and some roll files in shallow file drawers allowing documents to be laid flat for storage. Roll files requiring less space are rolled up and sored in upright or side-access cabinets.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Fulfillment and completion of the project.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic. Project files will be maintained in agency for 2 years then sent to the document center and maintained for 3 years. Once retention period expires records are destroyed by state approved methods or returned to facility/owner at their request.
Worksheet
Record Location
665 Mainstream; 2nd floor
File Arrangement
alpa numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Paper: Oversized
Paper: Other
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Paper: Oversized
Paper: Other
Date Range
2015 to current
Agency
Allotment Code
343.05
Annual Accumulation
53 cu ft / 2GB
Current Volume
100cu. ft. /31.74gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Architects and Engineers
Essential Record
Yes - Original
Essential Record Stored
665 Mainstream; 2nd floor
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
Dell server 6850
Software Description
Windows Server 20003 FileNet version 4.04
System Location
STS Data Center North/South
Backup Procedures
Nightly by STS
Disaster Recovery
Disaster Recovery plan for Dept. of Health on file with STS
Data Migration Description
Java application which connects to Legacy System and converts information to the current enterprise offering
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-01-2022
We have reviewed RDA 495 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2022
Thank You.
RMD Director
04-07-2022
RDA 495 is a request to revise an RDA. The retention period will increase from two years to five years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 495.
Public Records Commission
04-25-2022
PRC approves RDA 495