An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW08
Effective Date
Record Series Abstract
Documents relating to agency heads (Constitutional Officers, Commissioners, & Executive Directors) in the transaction of official business. Examples: Official correspondence, memorandums, final reports, official policies, current & obsolete directives
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Files are to be maintained in agency for five years after cut off. Records in paper format may be transferred to State Records Center for storage until time to transfer to TN State Library and Archives (TSLA). After five years transfer to Library & Archives for permanent retention. FORMER RDA: S590
Worksheet
Record Location
Agency 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 specific volume.
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
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
up to 5 years
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)
06-22-2017
No recommended changes
Tennessee State Library and Archives
06-26-2017
No recommended changes.
Comptroller Audit Review
06-26-2017
We have reviewed RDA SW08 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-28-2017
Agency Concurs
RMD Director
08-15-2017
RDA SW08 is a request to revise an RDA. The retention period will remain Permanent and the format paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. The time until transfer from agency to Library & Archives has increased from four years to five years. Recommend approval of request to revise RDA SW08.
Public Records Commission
09-07-2017
PRC approves RDA SW08.