An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2165
Effective Date
Record Series Abstract
RECORDS IN THIS SERIES INCLUDE BUT ARE NOT LIMITED TO APPLICATIONS, CORRESPONDENCE, GRANTS, CONTRACTS REIMBURSEMENT REQUESTS, TECHNICAL REPORTS, AND WATERSHED INFORMATION.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
FILES ARE TO BE CUT OFF AT THE END OF THE GRANT CONTRACT PERIOD.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
FILES ARE GENERATED AND STORED IN PAPER AND ELECTRONIC FORMAT. FILES ARE TO BE CUT OFF AT THE END OF THE GRANT CONTRACT PERIOD. MAINTAIN IN AGENCY FOR FIVE (5) YEARS BEYOND THE END OF THE GRANT, THEN DESTROY BY STATE APPROVED METHODS.
Worksheet
Record Location
LAND AND WATER STEWARDSHIP OFFICE - ELLINGTON AGRICULTURAL CENTER
File Arrangement
ALPHA
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
FY 2000 to CURRENT
Agency
Allotment Code
32501
Annual Accumulation
3 cu. ft.
25 GB
25 GB
Current Volume
36 cu. ft.
3.4 TB
3.4 TB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
ELECTRONIC AND PAPER
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
0
Retention Legal Citation
CFR 40 PART 31
Electronic Records Plan Inventory
System Name
NPS (//BE1019221WB001) L:
Hardware Description
currently, a shared drive, on a partition, on a Raid 5 (5+1 drive) volume, on a physical server HP Proliant DL380p Gen8
Software Description
N/A disk/file storage. Many types, GIS files, Word docs, Excel, PPT, etc
System Location
be1019221wb001.net.ads.state.tn.us
Backup Procedures
Nightly to 1 of 2 attached external backup drives. Concurrent backup to NAS of some parts
Disaster Recovery
In Agriculture DR procedures
Data Migration Description
Moving all files to NAS locations.)
RDA Comments
Records Management Division (RMD)
02-25-2021
No recommended changes.
Tennessee State Library and Archives
03-26-2021
No recommended changes.
Comptroller Audit Review
03-11-2021
We have reviewed RDA 2165 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2021
Agency approves all recommended changes and comments.
RMD Director
04-13-2021
RDA 2165 is a request to revise an RDA. The retention period will change from three years to 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 2165.
Public Records Commission
05-04-2021
PRC approves RDA 2165