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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW15
Database ID: 1806
Record Series Title: Annual Report Working Papers
Record Series Abstract: Working Paper documents relating to the annual reports prepared by all agencies.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon Publication of Annual Report
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Working Paper documents relating to the annual reports may be maintained in either paper or electronic format. Retain for five years in agency and then destroy by state approved method. FORMER RDA: S718
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1806
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1/1981 - current
Annual Accumulation: Agency records officer shall keep documentation of specific volume.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative, Historic, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: May be shared with outside corresponding agencies.
Essential Record: Yes - Original
Essential Record Stored: Working Papers for Annual Reports
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 4-4-114
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name.
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures system shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Office for Information Resources (OIR). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Blvd.
Address 2: 8th Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@tn.gov
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-08-2014 No recommended changes.
Tennessee State Libary and Archives: 05-12-2014 No recommended changes.
Comptroller Audit Review: 2014-05-14 We have reviewed RDA SW15 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 05-14-2014 Agree with Audit recommendations to increase retention time to five years.
RMD Director Recomendations: 05-16-2014 RDA SW15 is a request to revise an RDA. RDA SW15 is to cover the working papers used to prepare the annual reports. The actual annual reports are published documents that TSLA gathers and stores permanently. The retention period for the Annual Report Working Papers will be five years. The title is being changed and the electronic format is being added to the records series. Recommend approval of RDA SW15 with the following changes: Change Total Retention: 5 years Disposition Notes to reflect five years Agency Retention: 5 years
Signed Form Received: 2014-05-16
PRC Meeting Date: 05-27-2014
PRC Comments: Approved as per the staff recommendation change retention to five years.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1806 SW15 2014-05-27 Approved with Changes
2376 SW15 2018-04-25 Approved