An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11380
Effective Date
Record Series Abstract
Copy of the official state budget presented to the Legislature each year. Copy kept in agency for requests from state legislatures.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Files to be cut off at the end of each fiscal year. Maintain record in agency permanently. Record will be kept in both paper and electronic format for the full retention period. Any record converted to electronic from paper will be reviewed for completeness and accuracy. Agency may store paper copy at state records center as needed.
Worksheet
Record Location
Eighteenth floor of Tennessee Tower
File Arrangement
ALPHA
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1960 to Current
Allotment Code
31702
Annual Accumulation
72 CF Paper / 52.08 GB
Current Volume
140 CF Paper / 100 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Duplicate kept in agency. Original state budget is submitted to the Legislature each year.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
All records are kept In house at present time.
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Annual Budget Papers
Hardware Description
VMWARE SERVER
Software Description
MICROSOFT SERVER 2003 R2
System Location
DATA CENTER SOUTH SMYRNA TN
Backup Procedures
DAILY INCREMENTAL BACKUPS - MONTHLY FULL BACKUPS MOVED OFFSITE BIWEEKLY CONDUCTED BY DATA CENTER STAFF
Disaster Recovery
DISASTER RECOVERY PLAN AS MANAGED AND IMPLEMENTED BY OIR STAFF. DATA WILL BE RESTORED FROM BACKUPS
Data Migration Description
RECORDS ARE KEPT ON SHARED DRIVE AND CONVERTED TO PAPER AS NEEDED. STS MANAGED THE DATA MIGRATION PROCEDURES FOR DATA CENTER EQUIPMENT AND SOFTWARE.
RDA Comments
Records Management Division (RMD)
04-16-2020
No recommended changes.
Tennessee State Library and Archives
04-16-2020
No recommended changes.
Comptroller Audit Review
04-16-2020
We have reviewed RDA 11380 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-20-2020
Agency concurs.
RMD Director
04-20-2020
RDA 11380 is a request to revise an RDA. The RDA was formerly under the number RDA 000120_005 but is being given a new number, per PRC guidance, to reflect the updated number system. The retention period will be permanent and the format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11380.
Public Records Commission
05-15-2020
PRC approves RDA 11380