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Core Data
RDA Number
SW-U08
Effective Date
Record Series Abstract
Facility files that include: deeds, leases, capital agreements, and other historical property documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon acquisition of property, termination of lease, completion of contract, or capital agreement.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
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.
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
Alpha Numeric
Media Format Generated
Both
Date Range
Current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Store in business offices and transfer copy to university archives
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
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 system 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
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)
07-20-2017
No Recommended Changes.
Tennessee State Library and Archives
08-02-2017
No recommended changes.
Comptroller Audit Review
07-25-2017
We have reviewed RDA SW-U08 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-03-2017
Agency Concurs
RMD Director
08-15-2017
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.
Public Records Commission
09-07-2017
PRC approves RDA SW-U08.