An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11415
Effective Date
Record Series Abstract
Documents that outline the agreement and terms/conditions between Tennessee State Museum (TSM) and other parties for incoming, outgoing, and other state offices loans of items.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon completion of the loan
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic. Once the agreement is signed by all parties the paper records will be placed in agency file cabinets and held for 6 years then destroyed. The electronic record will be uploaded into Argus.
Worksheet
Record Location
505 Deaderick Street Nashville, TN 37243
File Arrangement
Chronological
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
1970 to Current
Agency
Allotment Code
31627
Annual Accumulation
1 cu ft, 5 GB
Current Volume
15 cu ft, 5 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
In agency
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
Argus
Hardware Description
Windows VM application server and shared SQL database VM
Software Description
TSM hardware environment is managed by Data Center
System Location
Servers are located in the south data center
Backup Procedures
Follow normal STS process. Nightly backup for changes; monthly full back-up and 30 days onsite at STS. Sent offsite storage for previous months
Disaster Recovery
STS can be recovered for most recent backup
Data Migration Description
Vendor completed data migration form the physical server and installed data on current infrastructure in 2014
RDA Comments
Records Management Division (RMD)
10-28-2021
No recommended changes.
Tennessee State Library and Archives
12-06-2021
No recommended changes.
Comptroller Audit Review
12-06-2021
We have reviewed RDA "Loan Agreements" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
12-08-2021
No additional comments
RMD Director
12-10-2021
RDA 11415 is a request to create an RDA. The retention period will be six years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11415.
Public Records Commission
04-25-2022
PRC approves RDA 11415