An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11133
Effective Date
Record Series Abstract
Provides correspondence related to loans and grants for drinking water / clean water projects created and/or received by and for borrowers.
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
Commencing July 1, 2017, (FY2018), all correspondence as described above will be electronically scanned and stored for the term of the retention period. All other correspondence prior to this date previously physically retained will be recalled and electronically scanned and stored as time permits. Once converted to electronic media, paper will be destroyed after electronic scan has been verified for completeness and accuracy.
Worksheet
Record Location
Cordell Hull Building, Division of State Government Finance/COT, 4th Floor 425 Rep. John Lewis Way N, Nashville, Tennessee 37243-3400
File Arrangement
Alpha
Date Range
to
Agency
Allotment Code
30707
Annual Accumulation
.5 cu ft paper / 10 mg electronic
Current Volume
17 cu ft paper / .5 gb electronic
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 Building, 4th Floor, Division of State Government Finance
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
40 years electronically
Records Center Retention Period
37 years (until all records recalled per disposition notes)
Retention Legal Citation
CFR Title 40
Electronic Records Plan Inventory
System Name
KnowledgeLake
Hardware Description
Cloud/SharePoint Online
Software Description
KnowledgeLake - Content Management Solution
System Location
Department of Comptroller
Backup Procedures
2 daily backups are retained for one year
Disaster Recovery
Cloud hosted/managed by vendor
Data Migration Description
Department of Comptroller 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 11133 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 11133 is a request to revise an RDA. The retention period will remain forty years and destroy. The format will remain paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 11133.
Public Records Commission
04-25-2018
PRC approves RDA 11133.