An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11277
Effective Date
Record Series Abstract
Files may include documents of Fiscal Value not covered by another Statewide RDA or TennCare Specific RDA. (Examples: receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, & balance sheets)
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files cut off at the Fiscal Year,are maintained for ten years and are destroyed at expiration of retention. 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 are maintained by Strategic Technology Solutions at the Data Center South.
Worksheet
Record Location
Paper records are kept at 310 Great Circle Road in file rooms on 4 east and 4 west along with staff workstations. Electronic Records are kept in Edison where applicable and STS Server located at Data Center South
File Arrangement
alpha numeric
Media Format Generated
Both
Date Range
2017 to present; with the exception of records on lit hold
Agency
Allotment Code
31865
Annual Accumulation
425 Cubic Feet 20GB
Current Volume
1000 Cubic Feet. 800GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original and duplicate stored in agency in separate locations. Electronic records are stored by Strategic Technology Solutions at Data Center South.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
no
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Retention Legal Citation
45 CFR 155.1210 42 CFR 431.17
Electronic Records Plan Inventory
System Name
Strategic Technology Solutions at the Data Center South.
Hardware Description
Strategic Technology Solutions at the Data Center South.
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. Strategic Technology Solutions at the Data Center South.
System Location
Division of TennCare Budget Fiscal Administrative Records are stored by Strategic Technology Solutions at the Data Center South.
Backup Procedures
Division of TennCare Budget Fiscal Administrative Records backup procedures are maintained by Strategic Technology Solutions at the Data Center South.
Disaster Recovery
Division of TennCare Budget Fiscal Administrative Records disaster recovery procedures are maintained by Strategic Technology Solutions at the Data Center South.
Data Migration Description
Bureau of TennCare Budget Fiscal Administrative Records are stored by Strategic Technology Solutions at the Data Center South with data migration procedures maintained by the STS Team
RDA Comments
Records Management Division (RMD)
03-29-2018
No recommended changes.
Tennessee State Library and Archives
03-29-2018
No recommended changes.
Comptroller Audit Review
03-29-2018
We have reviewed RDA ID2340 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2018
Agency concurs
RMD Director
04-03-2018
RDA 11277 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11277.
Public Records Commission
04-25-2018
PRC approves RDA 11277.