Record Series Abstract
Grant application and pre-applications, correspondence, close-out documents, and photos
Record Series Active
Cut Off at End of
If Other, Explain
Calendar year of when grant is closed and final expenditure report is submitted.
Total Retention Years
Total Retention Months
Retention End Action
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.
312 Rosa L Parks Ave., 26th Floor,Wm. Snodgrass Bldg., Nashville, TN Electronic Records on Server with OIR
Media Format Generated
1994 to Current
2 cu ft. in paper and 10 gb electronically
33 cu ft. paper and 732.40 mb electronically
Information Shared Outside the State
U S Federal Government(Depending on the project as to which one is involved)
Yes - Original
Essential Record Stored
312 Rosa L Parks Ave., 26th Floor, Wm. Snodgrass Bldg., Nashville, TN
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Up to 5 years as needed
Retention Legal Citation
CFR24 Ch. V Part 570.490
Electronic Records Plan Inventory
Microsoft Office share data files for ARC
Microsoft Windows File Server with OIR
Microsoft Word, Excel, PowerPoint, and Adobe pdf documents, jpg photos, and files
Microsoft file server located at the state of TN data center
Nightly incremental back up, weekly full back up on Friday night, monthly full back up on last Friday of the month. Magnetic tape and the tapes are stored off-site at Iron Mountain back up storage facility.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 3040 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 3040 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 3040.