An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW44
Effective Date
Record Series Abstract
Documents relating to Records Destruction. Examples include Certificate of Records Destruction of in agency records and Certificate of Records Destruction from state contracted vendors.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the end of each Fiscal Year, maintained for ten years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment.
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
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
2000 to current
Agency
Allotment Code
30501
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
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
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 system 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
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
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)
09-13-2018
No recommended changes.
Tennessee State Library and Archives
09-20-2018
No recommended changes.
Comptroller Audit Review
09-13-2018
We have reviewed RDA SW44 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-02-2018
Agency concurs, thank you
RMD Director
10-04-2018
RDA SW44 is a request to create a new statewide RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW44.
Public Records Commission
10-30-2018
PRC approves RDA SW44.