An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW31
Effective Date
Record Series Abstract
Databases used for the collection of information to facilitate in communication and correspondence with the public. Includes spreadsheets/lists in paper format if an agency utilizes instead of electronic. Examples may include mailing lists for magazine or newsletter subscriptions, communication tracking systems, requests for publications, and agency/news updates.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Each Calendar Year or when agency no longer utilizes the mailing list, whichever is longer.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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
Records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Spreadsheet/Database
Electronic: Email
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Spreadsheet/Database
Electronic: Email
Date Range
2010 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 specific volume.
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
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions(STS)
Software Description
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
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures system shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
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
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)
03-06-2025
No recommended changes.
Tennessee State Library and Archives
03-07-2025
No recommended changes.
Comptroller Audit Review
03-10-2025
We have reviewed RDA SW31 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-10-2025
Agency concurs, thank you.
RMD Director
03-14-2025
RDA SW31 is a request to revise a Statewide RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise Statewide RDA SW31.
Public Records Commission
04-21-2025
PRC approves RDA Statewide 31