An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2511
Effective Date
Record Series Abstract
Files consist of damage survey reports, records of expenditures, records of information regarding damage sites, correspondence between applicants.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon receipt of final federal obligation met for the declared disaster incident.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are to be maintained permanently at agency. Records are to be maintained in electronic format as long as the electronic content has been verified and will be maintanined permantly on agency server.
Worksheet
Record Location
National Guard Armory Nashville, TN TEMA OFFICE
File Arrangement
Numeric
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
2009 - current
Agency
Allotment Code
34104
Annual Accumulation
12 cu. ft, 2 GB
Current Volume
62 cu. ft, 48 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Emergency Management Administration (FEMA)
Essential Record
Yes - Original
Essential Record Stored
National Guard Armory Nashville, TN TEMA OFFICE
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
10-7-4-504 (3)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
10-7-504 (3)
Electronic Records Plan Inventory
System Name
TEMA Servers
Hardware Description
TEMA Servers
Software Description
Microsoft SQL Microsoft Access
System Location
TN Military Dept TEMA HQ 3041 Sidco Drive Nashville
Backup Procedures
Backup nightly
Disaster Recovery
Restore the files from backup
Data Migration Description
Extract-Transform-Load
RDA Comments
Records Management Division (RMD)
10-29-2015
No recommended changes.
Tennessee State Library and Archives
10-29-2015
No recommended changes.
Comptroller Audit Review
10-30-2015
We have reviewed RDA 2511 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-08-2016
All Changes are Complete.
RMD Director
02-10-2016
RDA 2511 is a request to revise an RDA. The Abstract Cut Off, and Disposition have been updated. The retention period will increase from three years to permanent in agency. The format will remain paper/electronic. Recommend approval of request to revise RDA 2511.
Public Records Commission
02-25-2016
PRC approves RDA 2511.