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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1159
Database ID: 203
Record Series Title: Campaign Financial Disclosure Reports.
Record Series Abstract: Record series includes campaign financial disclosure statements for state and local candidates for single candidate committees, itemized statements of contributions, itemized statements of expenditures, and itemized statements of in-kind contributions.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Information for this form may be entered by filer into online database or may be submitted in paper format. If submitted in paper format, staff will then enter the data into online database. The paper record is then destroyed by state approved methods after 5 years. Electronic records will be maintained permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 203
Record Location: 404 James Robertson Parkway, Suite 104 Nashville, TN 37243
File Arrangement: Alphabetically by county.
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: 1990 - Current
Annual Accumulation: 8 cu. ft.; 10 mb
Current Volume: 40 cu. ft.; 80 mb
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 100
Past Year: 10
2 - 5 Years: 5
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: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: TCA 8-50-501 et. seq.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Conflict ( E-Portal)
IT-ABC Number:
Hardware Description: Data Center South server system with Linux operating system.
Software Description: Customized application in Java
System Location: South State Data Center
Backup Procedures: State backup and business continuity procedures for Data Center South. Please see Build Book for e-portal
Disaster Recovery: State backup and business continuity procedures for Data Center South. Please see DR plans for e-portal
Data Migration Description: Standard data migration procedures for STS Data Center South systems.
Metadata Description: File Name, Date,
Contact Information
Contact Name: Drew Rawlins
Job Title: Executive Director
Address 1: 404 James Robertson Parkway
Address 2: Suite 104
City: Nashville
Zip: 37243
Phone: 16157417959
Email: drew.rawlins@tn.gov
Agency: Secretary of State
Agency Head: Drew Rawlins
Director: Drew Rawlins
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 1159 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-04-2018 No recommended changes.
RMD Director Recomendations: 10-12-2018 RDA 1159 is a request to revise an RDA. The retention period will remain Permanent. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1159.
Signed Form Received: 2018-10-12
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 1159.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
203 1159 2018-10-30 Approved