Record Series Abstract
State Agency publications and documents including annual, biennial, regular or special reports, or other printed material produced for distribution outside the department or agency for which the report or printed material was published.
Record Series Active
Cut Off at End of
If Other, Explain
Total Retention Years
Total Retention Months
Retention End Action
As required by T.C.A 12-6-110 upon publication one (1) copy should be sent directly to each of the following institutions: Tennessee State Library & Archive (Library Technical Services Section), the library of the University of Tennessee at Knoxville, the Cossitt Library at Memphis, and any such other libraries designated by the governor through executive order. Upon Request two (2) additional copies should be sent to the Secretary of State; and two (2) copies to any location or locations specified by the proper governing publications committee.
Agency records officer shall keep documentation of specific location.
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
Current to Current
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of current volume
Information Shared Outside the State
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
T.C.A 12-6-107, T.C.A 12-6-108, T.C.A 12-6-110, T.C.A 12-7-102
Electronic Records Plan Inventory
Records Officer shall document system name
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
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.
Agency Records Officer shall document the system location.
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.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA SW38 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA SW38 is a request to revise a statewide RDA. The retention period will remain permanent and the format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise statewide RDA SW38.