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
Records Holding Report and Records Assessment
Hardware Description
Hardware description on file. All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file. All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
On file
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Tapes are sent to an approved vendor for storage and rotated/recycled according to agency policy and procedures that meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) office.
Disaster Recovery
Disaster recovery plan on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Data Migration Description
Migration Strategy on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
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.