Record Series Abstract
Provides documentation of loans and grants for drinking water/clean water projects. Application, contracts, fiscal, planning design, construction, operational documents correspondence, A/E letters (contracts, user charge system, audited financial statements,), project Performance Certification (CN-0952), Checklist for Sewer Use Ordinances (CN-0953),and Deleted forms: Request for Disbursement (CN-0870), State Revolving Fund Authority (CN-0955), State Revolving Loan Construction Payment Checklist (CN-0956), Site Certification (CN-0958), and State Revolving Fund Loan Budget/Re-budget (CN-1103).
Record Series Active
Cut Off at End of
If Other, Explain
Completion of loan pay off
Total Retention Years
Total Retention Months
Retention End Action
Records are received in paper and electronic format. Paper records are scanned once verified paper is destroyed. Electronic records are kept until cut off and then retained for 5 years then destroy by state approved methods.
312 Rosa l. Parks Ave., TN Tower 12th floor
Media Format Generated
Media Format Stored
2002 to current
5.5 cubic feet, will begin electronic storage March 2017
60 cubic feet, will begin electronic storage March 2017
Information Shared Outside the State
Environmental Protection Agency
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
40 CFR 31.42
Electronic Records Plan Inventory
Windows Server 2012 R2 Data Center Edition/EMC Isilon
FileNet P8 5.2
Data Center South Primary-Data Center North Secondary
Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain.
FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description
Real time replication
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1582 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 1582 is a request to revise an RDA. The retention period will remain five years. The format will change to electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 1582.