An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2315
Effective Date
Record Series Abstract
Original boundary maps, location maps, & survey maps; deeds; appraisals; official agreements; contracts, contract amendments, notice of limitation of use(NLU);final reimbursement; final inspection report; post completion certification (PCC);post completion self-inspection.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The files are to be cut off at the end of the project completion
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The records are to be cut off at the end of the project completion. Records converted 2012 and before were microfilmed and kept in agency permanently. Records converted 2013 and after are scanned to electronic format and stored permanently in Sharepoint. Paper records are to be destroyed after verifying electronic record for completeness and accuracy. Records received 2013 and after are received electronically and are stored permanently in Sharepoint.
Worksheet
Record Location
TN Tower 312 Rosa L. Parks Ave. Nashville, TN 37243 2nd and 3rd floor
File Arrangement
Alphabetical
Media Format Stored
Electronic
Film
Date Range
to
Allotment Code
327.08
Annual Accumulation
8 GB and 2 rolls of microfilm
Current Volume
28 cubic feet, 9 rolls of microfilm, 27GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
National Park Services
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Electronic Records Plan Inventory
System Name
TDEC Grants Manager/Sharepoint
Hardware Description
SQL Server
Software Description
Microsoft VLA Dynamics CRM /Microsoft Sharepoint
System Location
OIR Data Center - /Shared SQL/UNIX servers
Backup Procedures
Standard Database Weekly full Backups and Full Daily Exports
Disaster Recovery
Standard OIR Disaster Recovery Policy -Bronze Level
Data Migration Description
Access database to SQL/Oracle databases
RDA Comments
Records Management Division (RMD)
05-14-2015
No recommended changes.
Tennessee State Library and Archives
05-14-2015
No recommended changes.
Comptroller Audit Review
05-14-2015
We have reviewed RDA 2315 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-15-2015
Thank you
RMD Director
06-06-2015
RDA 2315 is a request to revise an RDA. The retention period will remain permanent but the format will change to electronic/film. As new electronic archive storage becomes available the agency may wish to transfer the records from Sharepoint to a more archival storage solution. Recommend approval of RDA 2315.
Public Records Commission
06-23-2015
PRC approves RDA 2315.