Core Data
RDA Number
11221
Effective Date
Mon, 10/20/2025
Record Series Abstract
These Records consist of, but are not limited to, Lease Agreement, Lease Amendments, and Lease Extensions.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After Termination or Expiration of Lease including any Amendments/Extensions or Holdovers.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The Lease Agreements will be kept for 7 years past the termination or expiration of the Lease (including any Amendments/Extensions). At the end of the retention period, the Lease Agreements will be scanned and saved on an approved State network drive. The Lease Agreement paper record may be destroyed after verification that the scanning is complete and accurate. The Lease Agreement electronic file will be retained permanently.
As per T.C.A. 10-7-303 (e) and 12-2-108 (c), the leases will be recorded with the Secretary of State and returned to the Department of General Services. The Secretary of State maintains the recorded leases separately under RDA 1108, Deeds and Leases.
As per T.C.A. 10-7-303 (e) and 12-2-108 (c), the leases will be recorded with the Secretary of State and returned to the Department of General Services. The Secretary of State maintains the recorded leases separately under RDA 1108, Deeds and Leases.
Worksheet
Record Location
William R. Snodgrass, TN Tower 22nd Floor
File Arrangement
Numerical
Media Format Generated
Paper
Media Format Stored
Electronic
Paper
Date Range
1980 to Current
Agency
Allotment Code
32107
Annual Accumulation
Paper: 1.5 cu.ft.; Electronic: .20 GB
Current Volume
Paper: 28.75 cu.ft.; Electronic: 6.75 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
22nd Floor of the William R. Snodgrass, TN Tower and/or the State Record Center.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
The Record Series is to be maintained for 7 years after the termination or expiration of the Lease (including any Amendments, Extensions or Holdovers) and then kept permanently.
Records Center Retention Period
6
Retention Legal Citation
T.C.A. 12-2-108, 10-7-303
Electronic Records Plan Inventory
System Name
STREAM share, the full system name is on file with Strategic Technology Solutions (STS).
Hardware Description
Hardware description on file with Strategic Technology Solutions (STS). All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file with Strategic Technology Solutions (STS). All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
System location is on file with Strategic Technology Solutions (STS).
Backup Procedures
Backup procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Disaster Recovery
Disaster recovery procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Data Migration Description
Data migration procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) guidance.
RDA Comments
Records Management Division (RMD)
Thu, 09/04/2025
No recommended changes.
Tennessee State Library and Archives
Tue, 09/09/2025
No recommended changes.
Comptroller Audit Review
Fri, 09/05/2025
We have reviewed RDA 11221 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 09/23/2025
The agency agrees and has no further comment.
RMD Director
Mon, 09/29/2025
RDA 11221 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11221.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11221
