An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3068
Effective Date
Record Series Abstract
Records include program and project collateral (e.g., proposals, applications, program manuals, subrecipient monitoring checklists), reports, and other documents related to the administration and management of programs, projects, and initiatives supported with PVE funds. These funds were received as a result of various legal settlements and transferred from ECD to TDEC on 1-1-13. (The U.S. Department of Energy (DOE) was responsible for identifying violations of oil embargo related restrictions from 1973-1981, recovering overcharges, and providing restitution to the states. The final payment was received by TDEC on 3/1/2017.). The Office of Energy Programs continues to utilize the remaining funds to support various eligible activities and expenditures and request concurrence from DOE as required.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Until PVE settlement funds are exhausted
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintained in Agency 5 years after the completion of PVE funded program. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability.
Worksheet
Record Location
2nd Floor, 312 Rosa Parks Ave, Nashville, TN 37243
File Arrangement
Alpha & Numeric
Media Format Generated
Paper
Media Format Stored
Electronic
Paper
Date Range
2006 to Current
Allotment Code
327.52
Annual Accumulation
1.0 cu. ft Paper, 2 GB Electronic
Current Volume
12.5 cu. ft
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Department of Energy
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0 years
Retention Legal Citation
Dept. of Energy Subchapter D
Electronic Records Plan Inventory
System Name
Shared Network Storage. Records are stored on file servers within the state's data center using Storage Area Network (SAN) space
Hardware Description
Server Windows 2012 R2
Software Description
Microsoft Office Applications
System Location
State of Tennessee Data Centers
Backup Procedures
Replication across data centers. Complete weekly file backup
Disaster Recovery
3 months on-site. 7 years Stone Mountain
Data Migration Description
Data is stored as a combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file restore processes or by standard ETL processes, or files copied or moved by an individual user through normal Windows features
RDA Comments
Records Management Division (RMD)
09-01-2022
No recommended changes.
Tennessee State Library and Archives
08-31-2022
No recommended changes
Comptroller Audit Review
09-08-2022
We have reviewed RDA 3068 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2022
Agency concurs
RMD Director
09-12-2022
RDA 3068 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 3068.
Public Records Commission
10-05-2022
PRC approves RDA 3068.