An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11089
Effective Date
Record Series Abstract
Record series contains documentation regarding financial assistance for small and minority-owned businesses. Files include, but are not limited to: program applications, tax returns, loan payment records, financial statements, and company articles of incorporation.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Incoming documents are scanned. Once scanned, paper files are verified for accuracy and then shredded/destroyed by state approved methods. Electronic images are kept 5 years and then destroyed by state approved methods.
Worksheet
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
alpha
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
309
Annual Accumulation
10 Megabyte electronic
Current Volume
3 Gigabyte electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in an agency file share
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 4-4-125 (Dissemination of social security numbers)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
System meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Hardware Description
System Hardware meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Software Description
System Software meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Backup Procedures
System Backup Procedures meet or exceed STS requirements. Information not publicly listed due to security reasons.
Disaster Recovery
System Disaster Recovery meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Data Migration Description
System Data Migration meets or exceeds STS requirements. Information not publicly listed due to security reasons.
RDA Comments
Records Management Division (RMD)
02-26-2015
No recommended changes.
Tennessee State Library and Archives
02-26-2015
No recommended changes.
Comptroller Audit Review
02-27-2015
We have reviewed RDA 11089 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-02-2015
Agency concurs.
RMD Director
03-04-2015
RDA 11089 is a request for a new RDA. The retention period will be five years and the format will be electronic. Recommend approval of RDA 11089.
Public Records Commission
03-30-2015
Approved by the PRC.