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
Cut Off at End of
If Other, Explain
Federal fiscal year
Total Retention Years
Total Retention Months
Retention End Action
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.
On-site in the Tennessee Emergency Management Agency(TEMA) offices at the Department of Military
Media Format Generated
Media Format Stored
2009 - current
5 cu. ft., 2 GB
25 cu. ft., 350 GB
Information Shared Outside the State
Federal auditors of various federal agencies that have authority to audit TEMA's records
Yes - Original
Essential Record Stored
On-site in the TEMA offices at the Department of Military
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
TEMA Servers (no application)
HP and Dell Windows Servers
Symantec Backup Exec Backup Assist (records are kept in word and pdf format)
TEMA HQ - 3041 Sidco Drive, Nashville, TN 37204
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
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2848 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
All Changes are Complete
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.