Core Data
RDA Number
11517
Effective Date
Wed, 09/23/2026
Record Series Abstract
Serves as licensing life cycle records of agency space need including but not limited to: executed licenses, license proposal form, and conflict of interest (COI) forms.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After termination or expiration of the license term.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The licensing life cycle files will be kept for a period of five years past the termination or expiration of the license (including any amendments or extensions). Files will be maintained in their respective format until the end of the retention period, then destroyed via state approved methods.
Worksheet
Record Location
22nd Floor of the William R. Snodgrass Tennessee Tower
File Arrangement
License number
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2024 to Current
Agency
Allotment Code
32107
Annual Accumulation
926.1 MB
Current Volume
2.15 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Municipal government, federal government, private individuals, county agencies
Essential Record
Yes - Original
Essential Record Stored
22nd Floor of the William R. Snodgrass Tennessee Tower and/or the Sate records center
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
The records series is to be kept for five years after the termination or expiration of the license (including any amendments or extensions)
Electronic Records Plan Inventory
System Name
STREAM share, the full system name is on file with Strategic Technology Solutions (STS).
Hardware Description
Hardware description on file with Strategic Technology Solutions (STS). All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file with Strategic Technology Solutions (STS). All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
System location is on file with Strategic Technology Solutions (STS).
Backup Procedures
Backup procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Disaster Recovery
Disaster recovery procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Data Migration Description
Data migration procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) guidance.
RDA Comments
Records Management Division (RMD)
Thu, 07/16/2026
No recommended changes.
Tennessee State Library and Archives
Thu, 07/30/2026
No recommended changes.
Comptroller Audit Review
Fri, 07/17/2026
We have reviewed RDA 11517 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 08/03/2026
DGS has no further comments
RMD Director
Fri, 08/07/2026
RDA 11517 is a request to create an RDA. The retention period will be five years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11517.
Public Records Commission
Wed, 09/23/2026
PRC approves RDA 11517.
