An official website of the Tennessee Secretary of State.
Core Data
RDA Number
944
Effective Date
Record Series Abstract
NEW APPLICATIONS, DENIED APPLICATIONS, INQUIRES/NO RESPONSE, WITHDRAWN APPLICATIONS, APPROVED APPLICATIONS, PENDING APPLICATIONS. ALL APPLICATION RELATED DOCUMENTS FOR ALL INSTITUTIONS THAT THE DIVISION REGULATES
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
Maintain in agency for 5 years after calendar year then destroy by state approved method.
Worksheet
Record Location
Tn Dept. of Financial Institutions Tennessee Tower, 26th Floor 312 Rosa L. Parks Avenue Nashville, TN 37243
File Arrangement
ALPHA
Date Range
to
Allotment Code
33600
Annual Accumulation
2 CU.FT/ 1 MB
Current Volume
10 CU. FT./ 5 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 45-1-120 (a)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 YEARS
Records Center Retention Period
0 YEARS
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
AG0319006WF503
Hardware Description
Vmware, OIR Data Center File Server
Software Description
Adobe PDF
System Location
OIR Data Center North
Backup Procedures
Daily by OIR following OIR established policy and procedures
Disaster Recovery
OIR network recovery following OIR established policy and procedures
Data Migration Description
Migrate to VMware or ECM
RDA Comments
Records Management Division (RMD)
01-09-2014
No information provided on record location and electronic volume. Questions this record series nonessential nature. No legal citations provided or attached. No sample provided. Records that are maintained electronically must have completed Electronics Plan Inventory. Agency has been notified of these discrepancies. 1-14-2014: RMD met with agency and discussed appropriate changes needed for RDA. RDA on hold until further information is obtained. 2-6-14: Received information from agency to update and revise RDA. 2-7-14: No recommended changes.
Tennessee State Library and Archives
02-03-2014
TSLA agrees with RMD comments. 2-13-2014: No recommended changes.
Comptroller Audit Review
02-10-2014
We have reviewed RDA 944 from an audit standpoint. We recommend changing retention period to 5 years.
Agency Records Officer
02-11-2014
Agency concurs with RMD and TSLA. Agency also agrees to change retention period to 5 years per Audit suggestion.
RMD Director
02-13-2014
RDA 944 is a request to revise an RDA. The retention period will change from two years to five years. Agency concurred with this change. The record series will now include both paper and electronic records. Consider changing electronic inventory section of the worksheet to storage on agency server rather than the hard drive of a desktop. Recommend approval of RDA 944 with the direction the agency store the records on the agency server. Agency to provide RMD the electronic inventory information for the RDA worksheet section.
Public Records Commission
02-20-2014
Approved with the changes: Retention period changed to five years per staff recommendations, and the Agency move the storage of the electronic records to servers. Agency will provide RMD with the specifications so the worksheet may be updated.