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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW16
Database ID: 1899
Record Series Title: Temporary Records
Record Series Abstract: "Temporary Records", is defined at T.C.A § 10-7-301(13)as: "material which can be disposed of in a short period of time as being without value in documenting the function of an agency. Temporary records will be scheduled for disposal by requesting approval from the public records commission [PRC] utilizing a records disposition authorization [RDA]." These records are only considered records in that they are notes and/or communication media and may include correspondence below the Commissioner level, unless superseded by another RDA. Under no circumstance may documents of Fiscal, Legal, or Historic Value be considered Temporary Records. (Examples: voice mail, hand written messages/notes, text messages, and email messages not covered by other RDA.)
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are cut off when no longer of administrative value to agency.
Total Retention: 0 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off when no longer of administrative value to agency 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.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1887
Record Location: Vary by agency
File Arrangement: alpha/numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: current
Annual Accumulation: 0
Current Volume: 0
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: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 0
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(13)
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. Though of a short term retention it is important for the electronic information to be up to date as the records must accessible until no longer of administrative use.
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 Avenue
Address 2: 8th floor
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: 2014-10-23 We have reviewed RDA SW16 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 SW16 is a request for a new statewide RDA. The retention period will be zero, files may be destroyed immediately after when no longer of administrative use. The format will be either paper or electronic. Recommend approval of RDA SW16.
Signed Form Received: 2014-11-06
PRC Meeting Date: 12-02-2014
PRC Comments: RDA SW16 is approved by PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1899 SW16 2014-12-02 Approved
2271 SW16 2017-09-07 Approved with Changes