An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11134
Effective Date
Record Series Abstract
Provides documentation of loans and grants for drinking water / clean water projects. Contracts and accounting records for disbursements and receipts.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
40
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut off, records will be electronically scanned and verified for completeness and accuracy. Hard copies transferred to State Records Center for remaining 39 years.
Worksheet
Record Location
Cordell Hull Building, Office of State and Local Finance / COT, 4th Floor 425 Fifth Ave North, Nashville, TN 37243-3400
File Arrangement
Alpha
Media Format Generated
Both
Date Range
1987-current
Agency
Allotment Code
30707
Annual Accumulation
3 cu. ft. , 1 GB
Current Volume
50 cu. ft. , 17 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Fed-Environmental Protection Agency, TN Residents - open records, Local Gov't Borrower's Audit Firms
Essential Record
Yes - Original
Essential Record Stored
Cordell Hull
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year
Records Center Retention Period
39 years
Retention Legal Citation
CFR Title 40
Electronic Records Plan Inventory
System Name
ECM (Electronic Content Manager), Filenet/OpenText / Windows Server 2012
Hardware Description
WINDOWS SERVER 2012
Software Description
FileNet/OpenText Content Server 16.2.1
System Location
Department of Comptroller
Backup Procedures
Standard, File Level back-up services. Full backups completed weekly with daily incremental backups.
Disaster Recovery
Department of Comptroller Maintained and Supported
Data Migration Description
OIR MAINTAINED AND SUPPORTED
RDA Comments
Records Management Division (RMD)
03-22-2018
No recommended changes.
Tennessee State Library and Archives
03-26-2018
No recommended changes.
Comptroller Audit Review
03-22-2018
We have reviewed RDA 11134 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-26-2018
No changes.
RMD Director
03-29-2018
RDA 11134 is a request to revise an RDA. The retention period will remain six years and destroy. The format will remain paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 11134.
Public Records Commission
04-25-2018
PRC approves RDA 11134.