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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW20
Database ID: 1931
Record Series Title: Fiscal Administrative Documents
Record Series Abstract: Files may include documents of Fiscal Value not covered by another Statewide RDA or Agency Specific RDA. (Examples: receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, & balance sheets)
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files may be cut off at either the Fiscal Year or Calendar Year
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files may be cut off at either the Fiscal Year or Calendar Year as necessary, are maintained for five years and are destroyed at expiration of retention. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Office of Information Resources (OIR). 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: 1907
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: 1990 to current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of volume.
Record Value: Administrative, Fiscal
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: Yes - Original
Essential Record Stored: Original and duplicate stored in agency in seperate locations. Electronic shall be kept or backed up on separate servers.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active: 5
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name or if it is in Edison.
IT-ABC Number:
Hardware Description: If stored on the State's Edison System the hardware is maintained by OIR/Edison team at their data center. If not on Edison, 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: If stored on the State's Edison System the software is maintained by the OIR/Edison team. If not on Edison,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: If stored on the State\'s Edison System it is maintained by OIR/Edison team at their data center. If not on Edison,Agency Records Officer shall document the system location.
Backup Procedures: If stored on the State's Edison System the backup procedures are developed by OIR/Edison team. If not on Edison, Backup procedures 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: If stored on the State's Edison System the disaster recovery plan is created and executed by OIR/Edison team. If not on Edison, the 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: If stored on the State's Edison System the data migration plan is executed by the OIR/Edison team. If not on Edison, the 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: 305.13
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-21-2014 No recommended changes
Tennessee State Libary and Archives: 08-21-2014 No recommended changes.
Comptroller Audit Review: 2014-08-22 We have reviewed RDA SW20 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-25-2014 Agency Concurs. Thank you
RMD Director Recomendations: 08-27-2014 SW20 is a request for a new statewide RDA. The retention period will be for five years in paper/electronic format. Recommend approval of SW20.
Signed Form Received: 2014-08-27
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved SW20.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1931 SW20 2014-09-10 Approved