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Core Data
RDA Number
SW43
Effective Date
Record Series Abstract
Records include but are not limited to cooperative agreements, memoranda of understanding, legal agreements, and cooperative lease agreements. (This does not include Contracts which are covered by SW12).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of agreement period
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the end of the agreement period. 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 Paper format may be transferred to the State Records Center. Records in electronic format shall be maintained in systems that meet or exceed standards of Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
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: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
1970 to current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of current volume
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Essential Records stored in agency and state records center.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
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 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
The 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
The 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)
07-22-2021
No recommended changes.
Tennessee State Library and Archives
08-06-2021
No recommended changes.
Comptroller Audit Review
08-05-2021
We have reviewed RDA SW43 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-13-2021
Agency concurs.
RMD Director
08-18-2021
Statewide RDA SW43 is a request to create an RDA. The retention period will be six years and destroy. The format will be paper/electronic. Recommend approval of the request to create Statewide RDA SW43.
Public Records Commission
10-25-2021
PRC approves RDA SW43.