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Benefit Administration Contracts

RDA Number
Effective Date
Record Series Abstract
Documents relating to contracts between state agencies and vendors. Records include a copy of the final contract, request for Proposals (RFP) documents, Request for Qualifications (RFQ) Requests for Information (RFI) documents, bid evaluation documents, statements of work, deliverable documentation, change order documentation, correspondence, and other related documents.
Record Series Active
Cut Off at End of
If Other, Explain
Cut off is at termination of contract
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are generated and maintained in both paper and electronic formats. Records will be maintained in agency for ten years after cutoff. Paper files are maintained in agency for six years after contract termination or expiration of physical copies and electronic files to be maintained ten years. After six years paper copies will be destroyed and the electronic record will be kept for the remaining four years before being destroyed by state approved methods. Records in electronic format must meet minimum security and software/server environment standards as set out by Finance and Administration /Strategic Technology Solutions (STS).
Record Location
H Drive for Benefits Administration
File Arrangement
Alpha indexing
Media Format Generated
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2005 to Current
Allotment Code
Annual Accumulation
243 GB -electronic and 37 CF - paper
Current Volume
417 GB electronic - 63 CF paper
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
STS Data Center Storage servers
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
Paper 6 years retention Electronic 10 years retention
Records Center Retention Period
System Name
H Drive - Agency Share Drive
Hardware Description
Strategic Technology Solutions (STS) Data Center Server
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
STS Data Centers
Backup Procedures
Data stored on the shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on a disk for 60 days at both data centers. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
STS performs nightly backups of servers which includes the current two days of backups for each database. Hard copy backups are stored off site weekly.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11377 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs.
RMD Director
RDA 11377 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11377.
Public Records Commission
PRC approves RDA 11377