Core Data
RDA Number
2500
Effective Date
Mon, 04/21/2025
Record Series Abstract
State, County, and Municipal Audit Reports. These may include but are not limited to: financial & compliance audit reports, single audit reports, performance audit reports, investigative reports, and attestation engagement reports on state entities, institutions of higher education, counties, municipalities, utility districts, nursing homes, and non-profits.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Fiscal year after completion of audit.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Electronic records are maintained on the agency's server. The audit index will show at least the most recent 10 years and a search feature will be available for historical purposes where you can search for reports older than 10 years. Reports will be transferred to Tennessee State Library and Archives (TSLA) once a year using their File Transfer System, with the help of Technology Solutions. Technology Solutions will pull every report published to Adobe Experience Manager (AEM) and calculate the file size and number of files being transferred. A division representative will sign off on the TSLA Electronic Transfer Agreement.
Worksheet
Record Location
Agency Server Cordell Hull Building
File Arrangement
Alpha
Media Format Generated
Electronic
Media Format Stored
Electronic
Paper
Date Range
1998 to CURRENT
Agency
Allotment Code
30705, 30704, 30713
Annual Accumulation
250 mb, 1-2 cu. ft. paper
Current Volume
1 gb, 77 cu. ft. paper
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Federal Audit Clearinghouse
Essential Record
Yes - Original
Essential Record Stored
Original records are stored in both paper (State Audit) and electronic (State Audit and Local Government Audit, and Investigations). Electronic records are stored on agency servers. Paper records are stored in agency.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
The audit index will show the most recent 10 years and a search feature will be available for historical purposes where you can search for reports older than 10 years. TSLA will receive pdf versions for permanent retention. For State Audit, one hard copy published report is stored in agency.
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
agency network servers
Hardware Description
shared folder (CIFS) on our EMC VNX (like a SAN/NAS)
Software Description
Stored on file servers with appropriate folders.
System Location
Cordell Hull Building
Backup Procedures
Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR site.
Disaster Recovery
The recovery goal for File Storage Servers - 8 hours.
Data Migration Description
Data stored on File Servers with appropriate document extension.
RDA Comments
Records Management Division (RMD)
Thu, 03/13/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 03/17/2025
No recommended changes.
Comptroller Audit Review
Tue, 03/18/2025
We have reviewed RDA 2500 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Fri, 03/21/2025
No changes
RMD Director
Thu, 03/27/2025
RDA 2500 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2500.
Public Records Commission
Mon, 04/21/2025
PRC approves RDA 2500
