Record Series Abstract
Facility files that include: deeds, leases, capital agreements, and other historical property documents.
Record Series Active
Cut Off at End of
If Other, Explain
Upon acquisition of property, termination of lease, completion of contract, or capital agreement.
Total Retention Years
Total Retention Months
Retention End Action
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 a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Ten years after cutoff Files are to be maintained permanently at college/university archives or data center.
Records officer shall keep documentation of specific location.
Media Format Generated
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of specific volume.
Information Shared Outside the State
Yes - Original
Essential Record Stored
Store in business offices and transfer copy to university archives
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
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 system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
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.
Records Management Division (RMD)
No Recommended Changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA SW-U08 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA SW-U08 is a request for a new RDA. The retention period will be permanent and the format will be paper/electronic/film. Recommend approval of request to create RDA SW-U08.