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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW17
Database ID: 1897
Record Series Title: Working Papers
Record Series Abstract: "Working Papers" is defined in T.C.A. § 10-7-301(14) as: "those records created to serve as input for final reporting documents, including electronic data processed records, and/or computer output microfilm, and those records which become obsolete immediately after agency use or publication." Working papers are used to produce a record in its final form. For the purpose of this Records Disposition Authorization (RDA), working papers are those records that have no evidential or informational value once an action has been completed and do not relate to significant steps taken in preparing the final record. The record resulting from the working papers are then governed by its RDA. Working papers does not include records that have evidential or informational value that is needed to support the final record. Under no circumstance may documents of Fiscal, Legal, or Historic Value be considered Working Papers. This RDA does not apply to Annual Report (SW15), Budget (SW18), or Internal Audit (SW11) working papers. This RDA covers all other working papers unless superseded by another specific RDA.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are cut off upon completion of the final product.
Total Retention: 1 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off upon completion of the final product and should be disposed of according to content. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. The record resulting from the working papers shall be handled according to its Records Disposition Authorization.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1881
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: alpha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: current
Annual Accumulation: Agency records officer shall keep documentation of specific accumulation.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative
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: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 0 Months / 0 years
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. § 10-7-301(14)
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).
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: 2014-09-02 We have reviewed RDA SW17 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-05-2014 Agency concurs. Thank you.
RMD Director Recomendations: 11-07-2014 RDA SW17 is a request for a new statewide RDA. The retention period will be one year. The format will be either paper or electronic. Recommend approval of RDA SW17.
Signed Form Received: 2014-11-06
PRC Meeting Date: 12-02-2014
PRC Comments: RDA SW17 is approved by PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1897 SW17 2014-12-02 Approved
2281 SW17 2017-09-07 Approved