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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11134
Database ID: 2061
Record Series Title: State Revolving Fund (SRF): Drinking water / clean water revolving fund contract and accounting records
Record Series Abstract: Provides documentation of loans and grants for drinking water / clean water projects. Contracts and accounting records for disbursements and receipts.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 40 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After cut off, records will be retained in agency for 1 year and then transferred to State Records Center for remaining 39 years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2064
Record Location: COT / Office of State and Local Finance 425 5th Ave N, 4th Floor Nashville, TN 37243
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1987-current
Annual Accumulation: 3 cu. ft. , 1 GB
Current Volume: 50 cu. ft. , 17 GB
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 24
Past Year: 24
2 - 5 Years: 24
Over 5 Years: 24
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Fed - Environmental Protection Agency TN Residents - open records Local Gov\'t Borrower\'s Audit Firms
Essential Record: Yes - Original
Essential Record Stored: JKP Bldg.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 1 year
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 39 years
Final Disposition after Retention Expires: Destroy
Legal Citation: CFR Title 40
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Filenet & windows server 2008-R-D, OSLF / COT H Drive
IT-ABC Number: IG12ECM
Hardware Description: WINDOWS SERVER 2008R2 / SQL 2008 R2 SP2
Software Description: ENTERPRISE FILENET 4.5; IBM FILENET P8 PLATFORM
System Location: OIR DATA CENTERS
Backup Procedures: CURRENTLY, ONLY STANDARD, FILE LEVEL BACKUP SERVERS ARE OFFERED. FULL BACKUPS ARE DONE EACH WEEKEND WITH DAILY INCEREMENTAL BACKUPS.
Disaster Recovery: OIR MAINTAINED AND SUPPORTED
Data Migration Description: OIR MAINTAINED AND SUPPORTED
Metadata Description: EACH DOCUMENT HAS AN ASSOCIATE OBJECT NAME AND DOCUMENT CLASS INDEXES.
Contact Information
Contact Name: Shelly Eisman
Job Title: Project Management Assistant
Address 1: 425 5th Ave N, 4th Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-401-7759
Email: shelly.eisman@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Sandra Thompson
Allotment Code: 30707
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-20-2015 No recommended changes
Tennessee State Libary and Archives: 08-20-2015 No recommended changes.
Comptroller Audit Review: 2015-08-24 We have reviewed RDA 11134 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-31-2015 no changes
RMD Director Recomendations: 09-22-2015 RDA 11134 is a request for a new RDA. the retention period will be forty years and destroy. The format will be paper/electronic. Recommend request for new RDA 11134 be approved.
Signed Form Received: 2015-09-21
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 11134.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2061 11134 2015-10-13 Approved
2379 11134 2018-04-25 Approved