An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW16
Effective Date
Record Series Abstract
Temporary Records are defined in T.C.A 10-7-301(13) as: material which can be disposed of in a short period of time as being without value in documenting the functions of an agency. Temporary records will be scheduled for disposal by requesting approval from the public records commission [PRC] utilizing a records disposition authorization [RDA]. Temporary Records may include notes and communication media, including correspondence. These documents are only considered records of short term administrative value. (Examples: drafts, notes, voice mail, text messages, and email messages). Drafts, notes, voice mail, text messages and email messages are presumed to be temporary records unless they are governed by another RDA. Under no circumstance are documents of Fiscal, Legal, or Historic Value to be considered Temporary Records. Such records are to be covered by specific RDAs.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are Cut Off immediately
Total Retention Years
0
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off immediately. Records are to be destroyed when no longer of administrative value to the agency and should be disposed of according to content. Temporary records are not to be retained for more than one year. Any record that needs to be retained longer than one year is not a Temporary Record but falls under another RDA with the appropriate retention period. Any sensitive or confidential information contained therein shall be destroyed according to standards for the destruction of confidential information.
Worksheet
Record Location
Vary by agency
File Arrangement
alpha/numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2000 to current
Agency
Allotment Code
30513
Annual Accumulation
0
Current Volume
0
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
0
Records Center Retention Period
0
Retention Legal Citation
T.C.A 10-7-301(13)
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. Though of a short term retention it is important for the electronic information to be up to date as the records must accessible until no longer of administrative use.
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)
07-20-2017
No Recommended Changes.
Tennessee State Library and Archives
08-02-2017
No recommended changes.
Comptroller Audit Review
07-25-2017
We have reviewed RDA SW16 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-03-2017
Agency Concurs
RMD Director
08-15-2017
RDA SW16 is a request to revise an RDA. The retention period will remain destroy when no longer of administrative use, and the format paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA SW16.
Public Records Commission
09-07-2017
When an RDA was approved with changes: Cut off: Other If Other, Explain: Files are Cut off immediately Disposition Notes: Files are cut off immediately. Records are to be destroyed when no longer of administrative value to agency and should be disposed of according to content. Temporary records are not to be retained more than one year. Any records that needs to be retained longer than one year is not a Temporary Record but falls under another RDA with the appropriate retention period. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.