An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3041
Effective Date
Record Series Abstract
Grant applications, environmental review records, plans and specifications, contract documents, correspondence, compliance and monitoring documents, City/County financial information, requests for payment, legal documents, close-out documents, and photos.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When grant is closed. Records must be kept until all grantees for the specific grant year have closed out by HUD.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be kept in agency for five years. Records may be transferred to State Records Center for storage as needed. Records in electronic format will be kept on a server with OIR. When retention period has expired the records are to be destroyed by State approved method.
Worksheet
Record Location
Tn Tower 26th Floor Nashville, Tn 37243 Electronic Records on Server with OIR
File Arrangement
other
Media Format Generated
Both
Date Range
1983 - current
Allotment Code
33004
Annual Accumulation
25 cu. ft. paper and 10 gb electronically
Current Volume
330 cu. ft. paper and 72.21 gb electronically
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Dept. of Housing and Urban Development
Essential Record
Yes - Original
Essential Record Stored
Economic & Community Development offices Tn Tower 26th Floor Nashville, Tn 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
5 years
Retention Legal Citation
CFR24 Ch. V Part 570.490
Electronic Records Plan Inventory
System Name
Microsoft Office Share Data Files for CDBG
Hardware Description
Microsoft Windows File Server with OIR
Software Description
Microsoft word, Excel, PowerPoint, and Adobe pdf documents, jpg photos, and files
System Location
Microsoft file server located at the state of TN data center
Backup Procedures
Nightly incremental back up, weekly full back up on Friday night, monthly back up on last Friday of the month. Magnetic tape and the tapes are stored off-site at Iron Mountain back up storage facility.
Disaster Recovery
If data becomes lost or corrupted, a RFS will be submitted to OIR requesting a data restoration from the backup tapes containing the lost or corrupted data to its original location on the file server.
Data Migration Description
All Microsoft Office and SQL database products allow all data files to be automatically upgraded to new version of software by opening and choosing to convert files on the first open with the new software versions.
RDA Comments
Records Management Division (RMD)
03-27-2014
No recommended changes.
Tennessee State Library and Archives
05-12-2014
No recommended changes.
Comptroller Audit Review
04-30-2014
We have reviewed RDA 3041 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-12-2014
Agency agrees.
RMD Director
05-16-2014
RDA 3041 is a request for a revision. The agency is adding the electronic format to the RDA. The retention period is unchanged. Recommend approval of RDA 3041.
Public Records Commission
05-27-2014
Approved prior to RDA web application implementation.