An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3069
Effective Date
Record Series Abstract
Records include grant applications, forms, reports, invoices and supporting documentation, program manuals, monitoring documents, compliance documents, contract documents, any other program collateral, and other information related to the administration and implementation of grants and programs managed by the Office of Energy Programs.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the end of the funding period.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records will be stored in the OEP Office. Electronic records will be retained in Sharepoint and the Network Attached Storage (NAS) (i.e., H-drive, F-drive). Both paper and Electronic files will be destroyed upon meeting their retention of 5 years.
Worksheet
Record Location
William R Snodgrass Tennessee Tower
312 Rosa L. Parks Ave., 2nd Floor
Nashville, TN 37243
Sharepoint, NAS (i.e., H-drive, F-drive)
312 Rosa L. Parks Ave., 2nd Floor
Nashville, TN 37243
Sharepoint, NAS (i.e., H-drive, F-drive)
File Arrangement
Alphabetical
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Electronic: Other
Paper: Sheet
Date Range
2015 to Current
Allotment Code
327.52
Annual Accumulation
Paper less than 1 cu. ft.
Electronic approximately 5 gigabytes
Electronic approximately 5 gigabytes
Current Volume
Paper: 10 cu. ft.
Electronic: 5 gigabytes
Electronic: 5 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. DOE, U.S. EIA, U.S. EPA, TVA, U.S. DOT, other State Agencies and Stakeholders
Essential Record
Yes - Original
Essential Record Stored
Originals and copies are kept in Sharepoint, NAS (i.e., H-drive, F-drive), and OEP office.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
Tenn. Code Ann. § 4-3-514(b); Tenn. Code Ann. § 10-7-504(a)(29)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
Tenn. Code Ann. § 4-3-510 - 515
Electronic Records Plan Inventory
System Name
Sharepoint Online; Tenant instance: Tennessee.SharePoint.com, NAS (i.e., H-drive, F-drive)
Hardware Description
NAS (i.e., H-drive, F-drive)- VMware/Windows virtual server is the State Data Centers
Software Description
Sharepoint Online- Microsoft 365 (also known as Office 365) Government Community Cloud
NAS ( i.e., H-drive, F-drive)- Server OS Windows 2012
NAS ( i.e., H-drive, F-drive)- Server OS Windows 2012
System Location
Sharepoint Online- Located in data centers guaranteed to be physically located in the USA
NAS (i.e., H-drive, F-drive)- State Data Center
NAS (i.e., H-drive, F-drive)- State Data Center
Backup Procedures
Sharepoint Online- Daily backups retained for 14 days by MS. Backups are SQL Server Database backups and can be requested for restore by MS Premier Support ticket NAS (i.e., H-drive, F-drive)- Agency Data is backed up daily and can be restored whole or in part as needed
Disaster Recovery
NAS (i.e., H-drive, F-drive)- Agency Data is backed up daily and can be restored whole or in part as needed
Data Migration Description
NAS (i.e., H-drive, F-drive)-VMware
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
03-31-2022
No recommended changes.
Comptroller Audit Review
04-04-2022
We reviewed RDA 3069 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-04-2022
Agency concurs.
RMD Director
04-12-2022
RDA 3069 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 3069.
Public Records Commission
04-25-2022
PRC approves RDA 3069