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Alternative Procurement Solicitation (APS) Documents

RDA Number
11090
Effective Date
Record Series Abstract
Documents relating to contracts between Treasury and vendors for the Alternative Procurement Solicitation (APS) process. Records include, but are not limited to: a copy of the final contract, solicitation documents, bid evaluation documents, statements of work, correspondence, and other related documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off at termination or expiration of contract.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the termination or expiration of contract and maintained for six years, and then destroyed by state approved methods. Documents are stored electronically and held by the respective division.
Allotment Code
309
Record Location
Andrew Jackson Building; 13th, 14th, and 15th floors
File Arrangement
alpha and numeric
Date Range
2007 to current
Annual Accumulation
1 Megabyte electronic
Current Volume
8 Megabyte electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in agency and held by the respective division
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Records Center Retention Period
N/A
Record Sample PDF
1990.sample.pdf28.67 KB
System Name
Agency Shared Drive Server
Hardware Description
standard server array
Software Description
Documents are stored in PDF format on agency shared drives.
System Location
System is located in the agency office in the Andrew Jackson Building.
Backup Procedures
Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery
Detailed DR procedures for Treasury's file share are located in the Treasury Recovery Planner.
Data Migration Description
Detailed plans for migrating Treasury's records are on file with the Treasury IT division.
Legacy Revision UUID
1990