An official website of the Tennessee Secretary of State.
Core Data
RDA Number
902
Effective Date
Record Series Abstract
Letters and reports created by the Comptroller's Office to meet statutory approval or reporting requirements for debt and budgets for local governments.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
20
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
From 2015 forward, all records in this series are maintained electronically after the scan is verified for completeness and accuracy. Records created prior to 2015 are maintained in paper format at the state records center.
Worksheet
Record Location
Cordell Hull Building, COT, 4th Floor 425 Fifth Ave North, Nashville, TN 37243-3400
File Arrangement
Alpha
Date Range
2013 to current
Agency
Allotment Code
30712
Annual Accumulation
1 cu. ft. paper / 4 GB electronic
Current Volume
40 cu. ft. paper / 8.5 GB Electronic
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Federal Agencies, i.e. Internal Revenue Service; Rural Development; Investment Entities and Advisers, Open Records to TN Residents
Essential Record
Yes - Original
Essential Record Stored
4th Floor Cordell Hull Building, Nashville, TN 37243 (Electronic)
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20 years
Records Center Retention Period
20 years (paper)
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
FiscalFit
Hardware Description
Cloud storage solution that meets or exceeds STS standard hardware requirements.
Software Description
Azure Blob Storage
System Location
Azure East US2 and Central US
Backup Procedures
Azure Backups
Disaster Recovery
Azure Geo Replication
Data Migration Description
Vendor storage solution with standard data migration practices.
RDA Comments
Records Management Division (RMD)
09-03-2020
No recommended changes.
Tennessee State Library and Archives
09-04-2020
No recommended changes
Comptroller Audit Review
09-08-2020
We have reviewed RDA 902 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2020
No changes.
RMD Director
09-08-2020
RDA 902 is a request to revise an RDA. The retention period will remain twenty years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 902.
Public Records Commission
09-21-2020
PRC approves RDA 902