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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW22
Database ID: 1944
Record Series Title: Internal Policies and Procedures
Record Series Abstract: Official record copy of the policies, procedures or rules. One copy of the policy, procedure, or rule will be kept by the issuing entity for retention/reference. Records series will include interim policies, procedures, and rules as well.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon expiration of the policy or procedure.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: 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: 1920
Record Location: 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 annual 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: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Records officer shall keep documentation of specific location.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 4
Records Center Retention Period: 5
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.
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 Ave
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: 305.13
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-30-2014 No recommended changes.
Tennessee State Libary and Archives: 10-30-2014 No recommended changes.
Comptroller Audit Review: 2014-11-04 We have reviewed RDA SW22 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 SW22 is a request for a new statewide RDA. The retention period will be ten years. The format will be either paper or electronic. Recommend approval of RDA SW22.
Signed Form Received: 2014-11-06
PRC Meeting Date: 12-02-2014
PRC Comments: RDA SW22 is approved by PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1944 SW22 2014-12-02 Approved