Core Data
RDA Number
SW15
Effective Date
Mon, 04/20/2026
Record Series Abstract
Working Paper documents relating to the annual reports prepared by all agencies. Examples include: budget reports, emergency management reports, etc.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon Publication of Annual Report
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are maintained for five years after cut-off, then destroyed. Records may be maintained in either paper or electronic format, provided 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 Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. Records series may contain sensitive or confidential information, such as that protected by attorney client privilege, that is to be kept confidential according legal requirements. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. FORMER RDA: S718
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Date Range
current to current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of specific volume.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Essential Record
Yes - Original
Essential Record Stored
Working Papers for Annual Reports
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
TCA 4-4-114
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 Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The 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
The backup procedures system shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
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)
Wed, 03/11/2026
No recommended changes.
Tennessee State Library and Archives
Tue, 03/17/2026
No recommended changes.
Comptroller Audit Review
Mon, 03/16/2026
We have reviewed RDA SW15 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 03/17/2026
No recommended changes.
RMD Director
Fri, 03/20/2026
RDA SW15 is a request to revise a Statewide RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise Statewide RDA SW15.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA SW15.
