Record Series Abstract
This series includes a record of proposals that have been denied funding or for which no award decision has been made by the funding state agency. Series includes, but not limited to, proposal for grant, correspondence, notes, project/planning files, grant evaluation summaries, letters of denial, and other related documentation.
Record Series Active
Cut Off at End of
If Other, Explain
Calendar year of when grant is denied
Total Retention Years
Total Retention Months
Retention End Action
Records will be cut off the calendar year of when grant is denied. 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 systems that meet or exceed standards of Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Agency records officer shall keep documentation of specific location.
Media Format Generated
Media Format Generated Summary
Electronic: Raster Image
Media Format Stored
Media Format Stored Summary
Electronic: Raster Image
2010 to current
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of current volume
Information Shared Outside the State
Yes - Original
Essential Record Stored
Essential Records stored in agency and state records center.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Records Officer shall document system name
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
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.
Agency Records Officer shall document the system location.
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.
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
The Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA SW42 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA SW42 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW42.