An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1582
Effective Date
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
Yes
Cut Off at End of
Other
If Other, Explain
Completion of loan pay off
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
Worksheet
Record Location
312 Rosa l. Parks Ave., TN Tower 12th floor
File Arrangement
Alphabetical
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2002 to current
Allotment Code
327.33
Annual Accumulation
5.5 cubic feet, will begin electronic storage March 2017
Current Volume
60 cubic feet, will begin electronic storage March 2017
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
40 CFR 31.42
Electronic Records Plan Inventory
System Name
Enterprise FileNet
Hardware Description
Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description
FileNet P8 5.2
System Location
Data Center South Primary-Data Center North Secondary
Backup Procedures
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.
Disaster Recovery
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
RDA Comments
Records Management Division (RMD)
03-02-2017
No recommended changes.
Tennessee State Library and Archives
03-03-2017
No recommended changes.
Comptroller Audit Review
03-06-2017
We have reviewed RDA 1582 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-06-2017
Thank you
RMD Director
03-10-2017
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.
Public Records Commission
03-28-2017
PRC approves RDA 1582.