An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW01
Effective Date
Record Series Abstract
Documents Relating to Accounts Receivables and Deposits with Supporting Documentation EXAMPLES: AG - Agency Only Approval Journals, AL - Allocation Process, AM - Assets Management, AP - Accounts Payable, AR - Accounts Receivable, BA - Balances from STARS, BI - Billing, CL - Closing Process, CM - Cash Management, CN - Contracts, DA - Division of Accounts Approval, EX - External Application, FM - Fleet Management, GM - Grants, IN - Inventory, IU - Inter-Unit Transaction, JV - Online Journal Voucher, KK - Commitment Control Journals, LA - Accrued Liabilities, LM - Enterprise Learning Management, MU - Multi-Unit Transactions, PM - Plant Management, PR - Project Closing, PY - Payroll, RA Accrued Revenue, RV - PS exp to STARS, TR - Transactions from STARS, TV - Travel (Expenses), YA - Year End Adjustments.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the end of each Fiscal Year, maintained for five years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. FORMER RDA's MERGED: S1725, S1729, S1730, S1731, S1732, S1733, S1734, S1735, S1736, S1737, S1738, S1739, S1740, S1915
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1990 to Current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of annual accumulation.
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Essential records stored in Finance and Administration's enterprise financial system.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Records Officer shall document system name or if it is in Edison.
Hardware Description
If stored on the State's Edison System the hardware is maintained by STS/Edison team at their data center. If not on Edison, all hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. If not on Edison, all software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
If stored on the State's Edison System it is maintained by STS/Edison team at their data center. If not on Edison, Agency Records Officer shall document the system location.
Backup Procedures
If stored on the State's Edison System the backup procedures are developed by STS/Edison team. If not on Edison, Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
If stored on the State's Edison System the disaster recovery plan is created and executed by STS/Edison team. If not on Edison, the Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
If stored on the State's Edison System the data migration plan is executed by the STS/Edison team. If not on Edison, the Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
01-16-2020
No recommended changes.
Tennessee State Library and Archives
02-05-2020
No recommended changes
Comptroller Audit Review
01-28-2020
We have reviewed RDA SW01 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-05-2020
Agency concurs
RMD Director
02-06-2020
RDA SW01 is a request to revise a statewide RDA. The retention period will remain five years and destroy and the format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise statewide RDA SW01.
Public Records Commission
05-15-2020
PRC approves RDA SW01