Core Data
RDA Number
11059
Effective Date
Mon, 10/20/2025
Record Series Abstract
Serves as lease procurement record of Agency Office Space including but not limited to: Agency Statement of Need, Lease Proposal Request (LPR) and Advertisement of the Direct Negotiation determination, Conflict of Interest (COI), Notice of Intent to Award (NOI).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After completion of lease procurement resulting in execution of a new contract such as lease.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The Lease Files will be kept for a period of 5 years past the termination or expiration of the Lease (including any Amendments/Extensions and Holdovers). Paper and Electronic versions will be maintained in its respective format until the end of the Retention Period, then destroyed.
Worksheet
Record Location
22nd Floor of the William R. Snodgrass Tennessee Tower.
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1980 to Current
Agency
Allotment Code
32107
Annual Accumulation
Paper - 6 cu.ft.; Electronic: .73 GB
Current Volume
Paper - 115 cu.ft.; Electronic: 27 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
22nd Floor of the William R. Snodgrass Tennessee Tower and/or state records center
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
The Record series is to be kept for 5 years after the termination or expiration of the Lease (including any Lease extensions, Amendments or Handovers), then destroyed.
Records Center Retention Period
4
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 11059 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 11059 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11059.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11059
