Core Data
RDA Number
2367
Effective Date
Mon, 04/21/2025
Record Series Abstract
Control Authority reports and related correspondence. Includes Semi-Annual Reports and Annual Reports.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records received in paper and electronic format. Paper records are scanned; once verified, paper is destroyed. The files are to be cut off at the end of the calendar year, maintained 6 years in agency, then destroyed by state approved methods. Paper records can be converted to electronic format and shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. Paper records will be destroyed after the electronic content has been verified for completeness, accuracy, and usability.
Worksheet
Record Location
Davy Crockett Tower, 6th Floor 500 James Robertson Parkway Nashville, TN 37243
File Arrangement
Indexing is alphabetical by Control Authority name
Media Format Stored
Electronic
Date Range
1973 to Current
Allotment Code
327.34
Annual Accumulation
6 cu ft, 2 GB
Current Volume
63 cu ft, 2 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 Years
Retention Legal Citation
40 CFR Chp 1 (7-1-06) 403.12 Record-keeping requirements
Electronic Records Plan Inventory
System Name
Enterprise FileNet, Microsoft SharePoint, Network Access Storage (NAS) Drive, Edison, or other Strategic Technology Solutions (STS) approved storage system.
Hardware Description
If stored on the State’s Edison System the hardware is maintained by STS/Edison team at their data center. If not on Edison, all hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. If not on Edison, 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 OIR.
System Location
If stored on the State's Edison System it is maintained by STS/Edison team at their data center. If not on Edison, Agency Records Officer shall document the system location.
Backup Procedures
If stored on the State's Edison System the backup procedures are developed by STS/Edison team. If not on Edison, Backup procedures shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
If stored on the State's Edison System the disaster recovery plan is created and executed by STS/Edison team. If not on Edison, the 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
If stored on the State's Edison System the data migration plan is executed by the STS/Edison team. If not on Edison, the 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)
Thu, 02/27/2025
No recommended changes.
Tennessee State Library and Archives
Thu, 02/27/2025
No recommended changes.
Comptroller Audit Review
Fri, 02/28/2025
We have reviewed RDA 2367 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thu, 03/20/2025
No additional comments.
RMD Director
Wed, 03/26/2025
RDA 2367 is a request to revise an RDA. The retention period will remain six years and then destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2367.
Public Records Commission
Mon, 04/21/2025
PRC approves RDA 2367
