An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW47
Effective Date
Record Series Abstract
Record series includes, but is not limited to, records documenting the effects of and State’s response to historic disaster events in Tennessee history. Examples of such events include major floods, damaging earthquakes, pandemics, violent/damaging tornadoes, major wildfires, etc. The Tennessee State Library & Archives should be contacted to confirm if a given event qualifies as a disaster for the purposes of this Statewide RDA. Note: Records transferred to the Library & Archives should be copies; the official records should be kept under the appropriate RDA for their required retention.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Files are to be cut off at the end of the Calendar Year, then transferred to the Tennessee State Library & Archives for permanent retention. Consult with the Library & Archives prior to transfer. Official records should be retained according to the appropriate RDA. The Library & Archives reserves the right to reject and dispose of any transferred copies of records that are deemed to be of limited research value. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in systems that meet or exceed standards of Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment.
Worksheet
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Paper: Sheet
Paper: Book
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Paper: Sheet
Paper: Book
Date Range
Current to Current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of current volume.
Record Value
Administrative
Historic
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Electronic Records Plan Inventory
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
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)
08-20-2020
No recommended changes.
Tennessee State Library and Archives
08-20-2020
This may need to be refined or at least a provision that allows TSLA to reject certain materials that are deemed to be of limited research value.
Comptroller Audit Review
08-24-2020
We have reviewed RDA "Historic Disaster Records" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-24-2020
The Disposition Notes have been edited to address the concern mentioned in TSLA's review comment. Agency recommends no further changes.
RMD Director
08-31-2020
RDA SW47 is a request to create an RDA. The retention period will be permanent (transfer to Library & Archives) and the format will be paper/electronic. Library & Archives' recommended changes were agreed upon by the agency and the edits were made to the RDA. Recommend approval of the request to create RDA SW47.
Public Records Commission
09-21-2020
PRC approves RDA SW47