Record Series Abstract
Accumulating info about grants awarded by ECD. Info includes dates, location, amount, use, source, and employment information.
Record Series Active
Cut Off at End of
If Other, Explain
When all funding to grant recipient has ended, and then maintain in the database 10 years and purge from database.
Total Retention Years
Total Retention Months
Retention End Action
Stored on the Microsoft server shared drive and will be maintained there for 10 years and then the records will be purged.
Physical system location Microsoft file server located in the State of TN Data Center.
Media Format Generated
Information Shared Outside the State
Yes - Original
Essential Record Stored
Microsoft File Server located in the State of TN Data Center
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Microsoft Server Shared Drive
Microsoft File Server running in WMWare virtual server environment
Microsoft File server located in the state of TN Data Center
Nightly incremental back up(Sunday through Thursday)-weekly full back up on Friday night, monthly full back up on the last Friday of the month. Magnetic tape are stored off-site at Iron Mountain back up storage facility.
If the data becomes lost or corrupted, a RFS will be submitted to OIR requesting a data restoration from back up tapes containing lost or corrupted data to its original location on the file server.
Data Migration Description
All Microsoft Office and SQL database products allow for 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
Recommend making Record Series Title more specific as to type of record (e.g. Governor's Grants Database) rather than specifying software name - it could be confused with the Governor's Correspondence database, which is converted to MSAccess before delivery to TSLA.
Comptroller Audit Review
We have reviewed RDA 11028 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency is in agreement to change the records series title of RDA #11028 to Governor's Grants Database.
RDA 11028 is a request for a new RDA. The record series is an electronic database which will be stored for ten years on the agency's servers. The agency agrees with TSLA's recommendation to change the Title to Governor's Grants Database. Recommend approval of RDA 11028 with the following change: Records Series Title: Governor's Grants Database