An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11141
Effective Date
Record Series Abstract
Documentation created to support the training courses sponsored by the department. Documentation for each in-house course may include but is not limited to an agenda or outline of the presentation or course, justification for credits awarded, attendance rosters, attendee evaluations, and a copy of each handout. The Tennessee State Board of Accountancy and Government Auditing Standards require the department to maintain training information such as class rosters, evaluations, and agendas for five years.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper and electronic records will be maintained in the agency for five years then destroyed by state approved methods.
Worksheet
Record Location
Cordell Hull Building - 3rd Floor
File Arrangement
Alpha, Numeric
Date Range
to
Agency
Allotment Code
30704
Annual Accumulation
5 cu. ft. , 1 GB
Current Volume
25 cu. ft. , 2 GB
Record Value
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original records are stored in both paper & electronic. Electronic records are stored on agency servers and paper records are stored in agency.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
agency network server
Hardware Description
shared folder (CIFS) on our EMC VNX (like a SAN / NAS)
Software Description
stored on file servers with appropriate folders
System Location
Cordell Hull Building
Backup Procedures
Backup procedures include nighty tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR site.
Disaster Recovery
The recovery goal for file storage servers - 8 hours.
Data Migration Description
Data stored on file servers with appropriate document extension.
RDA Comments
Records Management Division (RMD)
09-10-2015
No recommended changes.
Tennessee State Library and Archives
09-16-2015
No recommended changes.
Comptroller Audit Review
09-11-2015
We have reviewed RDA 11141 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-16-2015
no changes
RMD Director
09-22-2015
RDA 11141 is a request for a new RDA. the retention period will be five years and destroy. The format will be paper/electronic. Recommend request for new RDA 11141 be approved.
Public Records Commission
10-13-2015
PRC approves RDA 11141.