An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW38
Effective Date
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
Yes
Cut Off at End of
Other
If Other, Explain
Upon Publication
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
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.
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
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
Current 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
Historic
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
0
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
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)
01-16-2020
No recommended changes.
Tennessee State Library and Archives
02-05-2020
No recommended changes.
Comptroller Audit Review
01-28-2020
We have reviewed RDA SW38 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-05-2020
Agency concurs
RMD Director
03-12-2020
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.
Public Records Commission
05-15-2020
PRC approves RDA SW38