An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW36
Effective Date
Record Series Abstract
Finished products of video, audio and digital images captured and produced of official agency business created and used by the employees of the agency.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Maintain in agency for five (5) years then transfer to Tennessee State Library and Archives in recommended format for permanent retention. Corresponding metadata will be transferred in a pre-approved format.
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
Alpha/Numeric
Media Format Generated
Electronic
Film
Media Format Generated Summary
Electronic: Audio
Electronic: Video
Film: Other
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Audio
Electronic: Video
Film: Other
Date Range
2000 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 total volume.
Record Value
Administrative
Historic
Legal
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
Retention Legal Citation
TCA 10-7-502
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 the Strategic Technology Solutions (STS)
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the 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 shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the 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)
05-19-2016
No recommended changes
Tennessee State Library and Archives
05-19-2016
No recommended changes.
Comptroller Audit Review
05-20-2016
We have reviewed RDA SW36 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-23-2016
Agency concurs, thank you.
RMD Director
05-30-2016
RDA SW36 is a request for a new RDA. The retention period will be five years and permanent, transfer to Library & Archives. The format will be paper/electronic. Recommend approval of request to create RDA SW36.
Public Records Commission
06-22-2016
PRC approves Statewide 36