Core Data
RDA Number
11350
Effective Date
Mon, 10/20/2025
Record Series Abstract
These records consist of but are not limited Lease Agreements, Lease Amendments, and Lease Extensions.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After Termination of Expiration of Lease including all Amendments/Extensions
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic format. The Lease Agreements are kept for 6 years past the termination or expiration of the Lease (including Amendments/Extension) and afterwards the record will be destroyed in accordance with state approved destruction methods.
Worksheet
Record Location
315 Deaderick Street, 8th Floor UBS Tower, Nashville, TN 37243
File Arrangement
By property address/location
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2012 to current
Allotment Code
344.01
Annual Accumulation
Paper: 0.1 cubic feet
Electronic: 0.002 GB
Electronic: 0.002 GB
Current Volume
Paper: 0.5 cubic feet
Electronic 0.01 GB
Electronic 0.01 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Stored
N/A
Confidential
Yes
Confidential Legal Citation
T.C.A. 52-3-103
T.C.A. 33-3-103
HIPAA C.F.R. 45 Parts 160 & 164
T.C.A. 33-3-103
HIPAA C.F.R. 45 Parts 160 & 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
Shared Network Storage Records are stored on file servers within the State's data center using Storage Area Network (SAN) space.
Hardware Description
Windows Servers 2012 R2
Software Description
MS Applications
System Location
Nashville Data Center Capitol Complex Services Center (CCSC)
Backup Procedures
Replication across data centers complete weekly file backup.
Disaster Recovery
3 months on-site, 7 years Iron Mountain
Data Migration Description
Data is stored as a combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through Standard Windows File Restore Processes, or files can be copied or moved by an individual user through normal Windows features.
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Thu, 09/18/2025
We have reviewed RDA 11350 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 11350 is a request to revise an RDA. The retention period will change from five years to six 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 11350.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11350
