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Contracts

RDA Number
SW12
Effective Date
Record Series Abstract
Documents relating to contracts between state agencies and vendors. Records includes a copy of the final contract, Requests for Proposals (RFP) documents, Requests for Information (RFI) documents, bid evaluation documents, statements of work, deliverable documentation, change order documentation,correspondence, and other related documents. Former RDA S2272
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Termination or expiration of the contract.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the termination or expiration of each contract and maintained for six years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format must meet minimum security and software/server environment standards as set by Finance and Administration (F&A)/Strategic Technology Solutions (STS).
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
alpha/numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Date Range
Current to 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
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
May be shared with any corresponding Federal agencies
Essential Record
Yes - Original
Essential Record Stored
Agency records officer shall keep documentation of specific location.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6
Records Center Retention Period
0
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.
Records Management Division (RMD)
05-08-2014
No recommended changes.
Tennessee State Library and Archives
05-12-2014
No recommended changes.
Comptroller Audit Review
01-17-2014
We have reviewed RDA SW12 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-14-2014
Agency concurs.
RMD Director
05-16-2014
RDA SW12 is a request to revise an RDA. The retention period will change to six years. The abstract language has been expanded to provide more detail and the electronic format has been added. Cody York, from Secretary of State Office requested the RDA not be placed on the May 2014 agenda. Update 8-25-14: RDA SW12 is to be added to September 2014 agenda.
Public Records Commission
09-10-2014
PRC approved SW12.