An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11061
Effective Date
Record Series Abstract
Records contains but not limited to; reports from agencies, worksheets, correspondences, and final summary report.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records Holding Reports and Records Assessments are conducted annually. After cutoff, records are to be kept in agency in Electronic format for 5 years then destroyed by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks
File Arrangement
Chronological
Date Range
to
Agency
Allotment Code
30513
Annual Accumulation
12 mb; 1 cubic feet
Current Volume
71.7 mb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
PRC Rules 1210-1-3 (3)
Electronic Records Plan Inventory
System Name
MICROSOFT SHAREPOINT STORAGE
Hardware Description
CLOUD-HOSTED VIRTUAL STORAGE
Software Description
MICROSOFT SHAREPOINT
System Location
SOS MICROSOFT 365 EA TENANT
Backup Procedures
Incremental daily virtual backups, monthly full virtual backups, and annual full virtual backups
Disaster Recovery
REPLICATED TO ALTERNATE VIRTUAL STORAGE IN A DIFFERENT US REGION
Data Migration Description
MIGRATION STRATEGY ON FILE
RDA Comments
Records Management Division (RMD)
10-30-2014
No recommended changes.
Tennessee State Library and Archives
10-30-2014
No recommended changes.
Comptroller Audit Review
11-04-2014
We have reviewed RDA 11061 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
11-04-2014
Agency concurs.
RMD Director
11-07-2014
RDA 11061 is a request for a new RDA. The records will be kept for five years after the end of each fiscal year. The format will be paper/electronic. Recommend approval of RDA 11061.
Public Records Commission
12-02-2014
RDA 11061 is approved by PRC.