An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11271
Effective Date
Record Series Abstract
Documents relating to budget working papers and budget requests. The records are documents used to assist the Division of TennCare in the preparation of budgets and to justify requests to the Department of Finance and Administration as well as copies of official budget requests submitted to the Department of Finance and Administration for recommendations to be presented for final approval. Records include correspondence, instructions, tabulations, reports, cost estimates, budget request forms, program objectives, strategies, budget revisions and other related documents.
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 are cut off at the end of each Fiscal Year, maintained for ten 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 shall be maintained in BEARS, an online system maintained by Strategic Technology Solutions for the Department of Finance and Administration (F&A) Division of Budget.
Worksheet
Record Location
310 Great Circle Road and STS mainframe Data Center in Edison and BEARS
File Arrangement
Alpha/numeric
Media Format Generated
Both
Date Range
2004 - current
Agency
Allotment Code
31865
Annual Accumulation
1 megabyte
Current Volume
1 cu. ft75 megabyte
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
Retention Legal Citation
45 CFR 155.1210 42 CFR 431.17
Electronic Records Plan Inventory
System Name
Edison: BEARS Budget System
Hardware Description
mainframe hardware maintained by STS and F & A
Software Description
Edison and BEARS
System Location
Edison, maintained by the STS Team. BEARS within the State of Tennessee Finance and Administration system and maintained by F and A
Backup Procedures
State's Edison system backup procedures are followed by Strategic Technology Solutions (STS).
Disaster Recovery
Required Recovery procedures are put in place and followed by Strategic Technology Solutions(STS). Disaster Recovery plans shall be reviewed annually by Strategic Technology Solutions
Data Migration Description
The State's Edison system data migrations procedures are put in developed and put in place by the STS Edison team at their data center.
RDA Comments
Records Management Division (RMD)
03-15-2018
No recommended changes.
Tennessee State Library and Archives
03-16-2018
No recommended changes.
Comptroller Audit Review
03-20-2018
We have reviewed RDA ID2343 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-20-2018
Agency concurs
RMD Director
03-26-2018
RDA 11271 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 11271.
Public Records Commission
04-25-2018
PRC approves RDA 11271.