An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11031
Effective Date
Record Series Abstract
Documents related to state agencies, departments, and commissions efforts to comply with state and federal non-discrimination requirements as it pertains to Title VI of the Civil Rights Act of 1964. Includes: Title VI Applications, Policy Complaint forms, Implementation Guideline, Correspondence, Letters, Memos, Collected Data from State Agencies, etc
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Once the review period is complete and review is closed.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Once the Title VI case closed and any necessary audits from the Comptroller's Office has been completed, the Implementation Plans can be closed and maintain in the agency for one (1) year. Then the records can be transferred to the State Records Center for four (4) years. Afterwards, they can be destroyed.
Worksheet
Record Location
TN Tower 23rd Floor Nashville TN
File Arrangement
alpha
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
01/2009 to Current
Agency
Allotment Code
31604
Annual Accumulation
40 cubic feet
Current Volume
160 cubic feet
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
Transfer to the State Records Center four (4) years
Retention Legal Citation
T.C.A. 4-21-203
RDA Comments
Records Management Division (RMD)
08-22-2013
File Cut Off Explanation, Disposition Notes, and Audit Requirements are inconsistent. Lacking in legal documentation.
Tennessee State Library and Archives
08-27-2013
TSLA concurs with RMD comments.
Comptroller Audit Review
09-10-2013
We have reviewed RDA 11031 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
11-01-2013
Agency response for RDA 11031 (ID # 1870) Record Series Title:Title VI Implementation Plans and Compliance Review Report Record Series Abstract: Documents related to state agencies, departments, and commissions efforts to comply with state and federal non-discrimination requirements as it pertains to Title VI of the Civil Rights Act of 1964. Cut off at the end of:Other If other, explain:Once the review period is complete and review is closed Disposition Notes:Plans are maintain in agency office for one (1) year and then transferred to State Records Center for four (4) years. Once the Title VI Implementation Plan and Compliance Reviews are closed and any necessary audits from the Comptroller's Office have been completed, they can be destroyed. Agency response to Worksheet 1855 for RDA 11031 Audit Requirement: State Comptroller Agency Retention:Five (5) years Legal Citation:T.C.A 4-21-203 Legal Documentation:Enclosed are the rules for the Title VI Compliance Program Agency response Contact information for RDA 11031 Contact Name:Sabrina Hooper Job Title:Deputy Director Email:Sabrina.hooper@tn.gov
RMD Director
11-02-2013
RDA 11031 is a request for a new RDA. Recommend approval with the following changes: Record Series Abstract: Documents related to state agencies, departments, and commissions efforts to comply with state and federal non-discrimination requirements as it pertains to Title VI of the Civil Rights Act of 1964. Includes: Title VI Applications, Policy Complaint forms, Implementation Guideline, Correspondence, Letters, Memos, Collected Data from State Agencies, etc Cut off at the end of:Other, Once the review period is complete and review is closed. Disposition Notes: Once the Title VI Implementation Plan and Compliance Reviews are closed, plans are to be maintained in agency office for one (1) year and then transferred to State Records Center for four (4) years. At the end of the retention period the records are to be destroyed. Audit Requirement: State Agency Retention: Five (5) years Legal Citation:T.C.A 4-21-203 Will upload legal citation for agency and update agency contact information provided.
Public Records Commission
11-20-2013
Approved with the following changes: Record Series Abstract: Documents related to state agencies, departments, and commissions efforts to comply with state and federal non-discrimination requirements as it pertains to Title VI of the Civil Rights Act of 1964. Includes: Title VI Applications, Policy Complaint forms, Implementation Guideline, Correspondence, Letters, Memos, Collected Data from State Agencies, etc Cut off at the end of:Other, Once the review period is complete and review is closed. Disposition Notes: Once the Title VI Implementation Plan and Compliance Reviews are closed, plans are to be maintained in agency office for one (1) year and then transferred to State Records Center for four (4) years. At the end of the retention period the records are to be destroyed. Audit Requirement: State Agency Retention: Five (5) years Legal Citation:T.C.A 4-21-203