An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2848
Effective Date
Record Series Abstract
Federal Program Files consist of various grants and monies that the feds make available to the states. These monies come from Federal Emergency Management Agency (FEMA), Emergency Management Performance Grant (EMPG), Homeland Security, Mitigation, and Disaster recovery projects. Administrative files, grant agreements, contracts, budget records, records containing project-specific information, records of expenditures, correspondence with sub-applicants and with the federal granting agency.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
If Other, Explain
Federal fiscal year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received in paper format and then transferred to electronic format, after verification for accuracy paper records are destroyed. Records are maintained in agency for 5 years after cut off then destroyed by state approved methods.
Worksheet
Record Location
On-site in the Tennessee Emergency Management Agency(TEMA) offices at the Department of Military
File Arrangement
Chronological
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
2009 - current
Agency
Allotment Code
34104
Annual Accumulation
5 cu. ft., 2 GB
Current Volume
25 cu. ft., 350 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal auditors of various federal agencies that have authority to audit TEMA's records
Essential Record
Yes - Original
Essential Record Stored
On-site in the TEMA offices at the Department of Military
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
10-7-504 (3)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
CFR 44 13.42
Electronic Records Plan Inventory
System Name
TEMA Servers (no application)
Hardware Description
HP and Dell Windows Servers
Software Description
Symantec Backup Exec Backup Assist (records are kept in word and pdf format)
System Location
TEMA HQ - 3041 Sidco Drive, Nashville, TN 37204
Backup Procedures
1) Nightly Backup of data to local server location 2) Nightly replication of regional server data to HQ 3) Weekly replication to HQ storage server offsite 4) Software used: Symantec Backup Exec; Backup Assist
Disaster Recovery
Restore the files from backups 1) Nightly Backup of data to local server location 2) Nightly replication of regional server data to HQ 3) Weekly replication to HQ storage server offsite 4) Software used: Symantec Backup Exec; Backup Assist
Data Migration Description
Extract-Transform-Load Extract information from server. Download records to new server from backups and store information on new servers.
RDA Comments
Records Management Division (RMD)
01-28-2016
No recommended changes.
Tennessee State Library and Archives
02-01-2016
No recommended changes.
Comptroller Audit Review
02-01-2016
We have reviewed RDA 2848 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 2848 is a request to revise an RDA. The retention period will increase from three years to five years. The format will remain paper/electronic. The Abstract and Disposition have been updated. Recommend approval of request to revise RDA 2848.
Public Records Commission
02-25-2016
PRC approves RDA 2848.