An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW37
Effective Date
Record Series Abstract
Temporary Records, is defined at T.C.A 10-7-301(13)as: material which can be disposed of in a short period of time as being without value in documenting the function of an agency. Temporary records will be scheduled for disposal by requesting approval from the public records commission [PRC] utilizing a records disposition authorization [RDA]. Video, audio and still photography captured and produced by agency employees for the use of the agency and which do not meet quality standards (blurry, out of focus, etc.) are temporary and to be removed at the discretion of the creator and/or staff. Any media that is not disposed of will be covered under SW36
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off when no longer of administrative value to the division
Total Retention Years
0
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are removed as they are deemed to be below acceptable standards and not fit for current or future use.
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
Film
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
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
0
Records Center Retention Period
0
Retention Legal Citation
T.C.A 10-7-301(13)
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 SW37 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 SW37 is a request for a new RDA. The retention period will be zero years and destroy, these are temporary records. The format will be paper/electronic. Recommend approval of request to create RDA SW37.
Public Records Commission
06-22-2016
PRC approves Statewide 37