An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2960
Effective Date
Record Series Abstract
THE RECORDS INCLUDE THE FOLLOWING: AC-0159 GRANT APPLICATION, AC-0173 TECH. ASSISTANCE GRANT APPLICATION, AC-0175 TOURING ARTS GRANT APPLICATION, AC-0176 ARTS IN ED. GRANT APPLICATION, AC-0178 PROF. ARTIST SUPPORT GRANT APPLICATION, ETC.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Fiscal year when the grant closes.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Disposition Notes: The files are to be cut off at the end of each Fiscal Year when the Grant closes. Maintain records in agency for three years and then transfer to the State Records Center for two years. Any records converted from paper to electronic formats will be reviewed for completeness and accuracy before destruction of paper records. Destroy after the end of the retention period.
Worksheet
Record Location
401 CHARLOTTE AVE. NASHVILLE, TN 37243 AND STATE RECORD CENTER
File Arrangement
Alphabetically by Grant Category
Media Format Generated
Both
Date Range
2010 TO CURRENT
Agency
Allotment Code
31625
Annual Accumulation
25 cubic ft.; 6 gb
Current Volume
75 cubic ft.; 25 gb
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
401 Charlotte Ave. Nashville, TN 37243 and State Records Center
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 YEARS OR UNTIL AUDIT
Records Center Retention Period
2 YEARS RECORD CENTER
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
eGrant/Pearl
Hardware Description
OIR State Server
Software Description
Access database, Web front-end. works in conjunction with Dreamweaver and Adobe Acrobat.
System Location
OIR State Server
Backup Procedures
OIR State Daily backup and Department daily backup for Pearl database. eGrant web software backs up grant structure at clients server at Bromelkamp Company in Minneapolis, Minnesota
Disaster Recovery
OIR State Daily backup and Department daily backup for Pearl database. eGrant web software backs up grant structure at clients server at Bromelkamp Company in Minneapolis, Minnesota
Data Migration Description
OIR Data Migration Procedure
RDA Comments
Records Management Division (RMD)
04-03-2013
No recommended changes.
Tennessee State Library and Archives
05-12-2014
No recommended changes.
Comptroller Audit Review
06-18-2014
We have reviewed RDA 2960 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-31-2014
Thank you.
RMD Director
08-12-2014
RDA 2960 is a request to revise the RDA. The RDA retention period will remain five years. The format will change to paper/electronic. Recommend approval of RDA 2960 with the following change to clarify the transfer of records from agency to records center: Disposition Notes: The files are to be cut off at the end of each Fiscal Year when the Grant closes. Maintain records in agency for three years and then transfer to the State Records Center for two years. Any records converted from paper to electronic formats will be reviewed for completeness and accuracy before destruction of paper records. Destroy after the end of the retention period.
Public Records Commission
09-10-2014
PRC approved RDA 2960 with the following changes: Disposition Notes: The files are to be cut off at the end of each Fiscal Year when the Grant closes. Maintain records in agency for three years and then transfer to the State Records Center for two years. Any records converted from paper to electronic formats will be reviewed for completeness and accuracy before destruction of paper records. Destroy after the end of the retention period.