An official website of the Tennessee Secretary of State.
Core Data
RDA Number
871
Effective Date
Record Series Abstract
Files consist of retained copies of the monthly production reports submitted to Department of Housing and Urban Development, WASHINGTON, D.C. (FORM 302)
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Maintain record in electronic format in agency, in CORE or FileNet. Once verified, the electronic record will be maintained permanently.
Worksheet
Record Location
In agency-Department of Commerce and Insurance- Manufactured Housing Section
File Arrangement
Chronological
Media Format Generated
Paper
Date Range
to
Allotment Code
33503
Annual Accumulation
10 cu ft.; 665 MB
Current Volume
20 cu ft.; 2.5 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
In Agency- Department of Commerce and Insurance
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
Permanent
Retention Legal Citation
24 CFR 3282.362 showing records are to be maintained permanently
Electronic Records Plan Inventory
System Name
Enterprise Conent Management (ECM FileNEt)/Network Attached Storage (NAS)
Hardware Description
Computers connected to the ECM/NAS via State's local area network (LAN)
Software Description
Adobe PDF/TIFF images
System Location
State of TN Data Center
Backup Procedures
Daily back-up tp state's virtual tape system located at the State Data Center
Disaster Recovery
Restoration from Data Center back-ups
Data Migration Description
The documents are stored on a Hitache device, which can be migrated with another system if necessary.
RDA Comments
Records Management Division (RMD)
03-28-2014
Speaking with agency to possible combine with RDA 882
Tennessee State Library and Archives
05-12-2014
Awaiting results of RMD\\\\\\\\\\\\\\\'s discussion with agency.
Comptroller Audit Review
05-05-2014
Awaiting results of RMDs discussion with agency. 5-5-2014
Agency Records Officer
02-01-2016
This will not be combined with RDA 882 at this time. This is ready for your review. Thank you.
RMD Director
02-11-2016
RDA 871 is a request to revise an RDA. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. The retention period will change from twenty-six years to permanent. The format will change to paper/electronic. The agency explained to RMD staff that this records series is distinct from RDA 882 and therefore should not be combined. Recommend approval of request to revise RDA 871.
Public Records Commission
02-25-2016
PRC approves RDA 871.