An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW20
Effective Date
Record Series Abstract
Files may include documents of Fiscal Value not covered by another Statewide RDA or Agency Specific RDA. (Examples: receipt documents, invoices, purchase orders, inventory records, payment documentation, payroll processing documentation, space assignment documentation, warranties, internal bookkeeping documentation, & balance sheets).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files may be cut off at the end of either the Fiscal Year or Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files may be cut off at the end of either the Fiscal Year or Calendar Year as necessary, are maintained for five years and are destroyed at expiration of retention. 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 a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
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
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1990 to Current
Agency
Allotment Code
305.13
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of volume.
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original and duplicate stored in agency in seperate locations. Electronic shall be kept or backed up on separate servers.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
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 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 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 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 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)
02-13-2020
No recommended changes
Tennessee State Library and Archives
02-14-2020
No recommended changes.
Comptroller Audit Review
02-18-2020
We have reviewed RDA SW20 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-19-2020
Agency concurs.
RMD Director
03-25-2020
RDA SW20 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 SW20.
Public Records Commission
05-15-2020
PRC approves RDA SW20