An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3081
Effective Date
Record Series Abstract
FILES INCLUDE HARD COPY WORK PROGRAMS FOR THE DEPARTMENT, BUDGET ADJUSTMENTS, PUBLISHED BUDGET DOCUMENTS, VITAL TRACKING AND PROGRAM DATA ANAYLIS FILES. Dept. budget trends usually correlate to administration objectives benchmarked by terms. By keeping actual budget files for the 2 previous terms, budget officers have the ability to analyze trends for planning and to reference how departmental funds were allocated and then spent. After the end of the any particular term, the documents from the term before the previous term can be destroyed.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Governor's Term
Total Retention Years
12
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are to be cut off at the end of the Governor's Term, kept in agency for 12 years and then destroy by state approved methods.
Worksheet
Record Location
312 Rosa Parks Ave , 27th Floor, TN Tower, Nashville,TN 37243
File Arrangement
Chronological
Media Format Generated
Both
Date Range
2003 - Current
Allotment Code
33001
Annual Accumulation
1 cu. ft. paper, 190 mb electronically
Current Volume
6 cu. ft. paper, 8.19 gb electronically
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
312 Rosa L Parks Avenue, 26th Floor, TN Tower, Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
12 years
Records Center Retention Period
0 years
Electronic Records Plan Inventory
System Name
Microsoft Server Active Directory File Share Structure
Hardware Description
Server Name AG0319006wf524
Software Description
Microsoft Word, Excel, Adobe pdf, and Text
System Location
Microsoft windows active directory file server
Backup Procedures
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 store 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 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.
RDA Comments
Records Management Division (RMD)
05-15-2014
No recommended changes.
Tennessee State Library and Archives
06-20-2014
No recommended changes.
Comptroller Audit Review
07-10-2014
We have reviewed RDA 3081 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-10-2014
Agency agrees
RMD Director
08-12-2014
RDA 3081 is a request to revise an RDA. The retention period will remain twelve years. The format will change to paper/electronic. The Abstract has been updated. Recommend approval of RDA 3081.
Public Records Commission
09-10-2014
PRC approved RDA 3081