An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1451
Effective Date
Record Series Abstract
Inquiries from the public received via virtual reference management system by the TSLA Public Services Section and Preservation and Digital Services, who research and craft responses, as well as reference correspondence received in paper format by the TSLA Public Services Section. Includes Manuscripts, Interlibrary Loan, Legislative History, Research Services, and digitization & print requests along with general reference. The virtual reference management platform centralizes correspondence previously handled via various email accounts.
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 cut off every calendar year and then maintained for 5 (five) years and destroyed by state approved methods.
Worksheet
Record Location
Current Building - Tennessee State Library & Archives, 403 7th Ave. N., Nashville, TN 37243
New Building - Tennessee State Library & Archives, 1001 5th Ave. N., Nashville, TN 37129
New Building - Tennessee State Library & Archives, 1001 5th Ave. N., Nashville, TN 37129
File Arrangement
Chronological
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2017 to present
Agency
Allotment Code
30504
Annual Accumulation
Virtual Reference Management System (5 GB), 1 cu. ft. paper.
Current Volume
Virtual Reference Management System (4 GB), 6 cu. ft. paper
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
Title 10 Chapter 8 Confidentiality of Library Records
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
Title 10 Chapter 8 Confidentiality of Library Records
Electronic Records Plan Inventory
System Name
LibAnswers
Hardware Description
Cloud-hosted system hosted by vendor, SpringShare
Software Description
Cloud-hosted system hosted by vendor, SpringShare
System Location
SpringShare, Miami, FL
Backup Procedures
“Worldwide data centers provide redundancy and data security” per vendor’s website (https://www.springshare.com/platform/)
Disaster Recovery
“Worldwide data centers provide redundancy and data security” per vendor’s website (https://www.springshare.com/platform/)
Data Migration Description
Data can be exported to Excel spreadsheet
RDA Comments
Records Management Division (RMD)
11-05-2020
No recommended changes.
Tennessee State Library and Archives
11-13-2020
No recommended changes.
Comptroller Audit Review
11-09-2020
We have reviewed RDA 1451 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-12-2021
Thank you
RMD Director
01-12-2021
RDA 1451 is a request to revise an RDA. The retention period will remain for five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1451.
Public Records Commission
05-04-2021
PRC approves RDA 1451