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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW23
Database ID: 1937
Record Series Title: Credit Card and Purchasing Card (p-Card) Documents
Record Series Abstract: Documents relating to the issuing and use of state issued credit cards and Purchasing cards (p-Cards). Records series includes: new card application, cardholder agreement form, approver signed agreement form, account maintenance forms, training tests, Edison security form, transaction logs, exception logs, fiscal officer's memos, account statements, and receipts.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files cut off at end of Fiscal Year, 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 Finance and Administration (F&A)/Office of Information Resources (OIR) approved software and server environment. 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: 1912
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: numerical
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: Both
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: 5 years
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 4
Records Center Retention Period: 0
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: 30513
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 SW23 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 SW23 is a request for a new statewide RDA. The retention period will be for five years in paper/electronic format. Recommend approval of SW23.
Signed Form Received: 2014-08-27
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved SW23.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1937 SW23 2014-09-10 Approved