An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11180
Effective Date
Record Series Abstract
The office of Extended Learning falls under the division of Conditions for Learning. The office handle all issues related to afterschool learning programs i.e. funding, grant competition, finance, and program monitoring and compliance. Information is not shared outside of Education or with other agencies within the state. It may be shared for the purpose of a state or federal audit. Records including but not limited to information regarding email and written communications, scored applications, and any other items printed from ePlan.
Record Series Active
No
Cut Off at End of
Other
If Other, Explain
end of grant
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are being stored for the purpose of a state or federal audit if needed. The records will be stored at the Richards and Richards facility. I am requesting the records be stored for no longer than 5 years and then destroyed. Once the grant cycle has ended, we do not generate any more files related to the applicants that did not receive funding.
Worksheet
Record Location
Richards & Richards
File Arrangement
Alpha, by grant application.
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
August 2012 - January 2016
Agency
Allotment Code
331.0901000/ED881
Annual Accumulation
1 cubic feet
Current Volume
4 boxes
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Education
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Records Center Retention Period
5 Years
RDA Comments
Records Management Division (RMD)
07-14-2016
No recommended changes.
Tennessee State Library and Archives
07-28-2016
No recommended changes.
Comptroller Audit Review
07-15-2016
We have reviewed RDA ID2156 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-08-2016
Education agrees with no recommended changes.
RMD Director
08-11-2016
RDA 11180 is a request for a new RDA. The retention period will be five years and the format will be paper. Recommend approval of request to create RDA 11180.
Public Records Commission
11-03-2016
PRC approves RDA 11180.