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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1582
Database ID: 2225
Record Series Title: Drinking Water/Clean Water Revolving Fund Loan Documents
Record Series Abstract: Provides documentation of loans and grants for drinking water/clean water projects. Application, contracts, fiscal, planning design, construction, operational documents correspondence, A/E letters (contracts, user charge system, audited financial statements,), project Performance Certification (CN-0952), Checklist for Sewer Use Ordinances (CN-0953),and Deleted forms: Request for Disbursement (CN-0870), State Revolving Fund Authority (CN-0955), State Revolving Loan Construction Payment Checklist (CN-0956), Site Certification (CN-0958), and State Revolving Fund Loan Budget/Re-budget (CN-1103).
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Completion of loan pay off
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are received in paper and electronic format. Paper records are scanned once verified paper is destroyed. Electronic records are kept until cut off and then retained for 5 years then destroy by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2228
Record Location: 312 Rosa l. Parks Ave., TN Tower 12th floor
File Arrangement: Alphabetical
Media Format Generated: Both
Media Format Stored: Electronic: Text
Date Range: 2002 to current
Annual Accumulation: 5.5 cubic feet, will begin electronic storage March 2017
Current Volume: 60 cubic feet, will begin electronic storage March 2017
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 24
Past Year: 10
2 - 5 Years: 10
Over 5 Years: 10
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: Environmental Protection Agency
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: electronic
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 40 CFR 31.42
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enterprise FileNet
IT-ABC Number:
Hardware Description: Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description: FileNet P8 5.2
System Location: Data Center South Primary—Data Center North Secondary
Backup Procedures: Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain.
Disaster Recovery: FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description: Real time replication
Metadata Description: Backup metadata is stored in a clustered Microsoft SQL Server 2012 shared environment
Contact Information
Contact Name: Shonquita Parrish
Job Title: TDEC Records Officer
Address 1: 10th floor, TN Tower
Address 2: 312 Rosa L. Parks Ave
City: Nashville
Zip: 327243
Phone: 615-741-8894
Email: Shonquita.M.Parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau
Director: Tisha Calabrese
Allotment Code: 327.33
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-02-2017 No recommended changes.
Tennessee State Libary and Archives: 03-03-2017 No recommended changes.
Comptroller Audit Review: 2017-03-06 We have reviewed RDA 1582 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-06-2017 Thank you
RMD Director Recomendations: 03-10-2017 RDA 1582 is a request to revise an RDA. The retention period will remain five years. The format will change to electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 1582.
Signed Form Received: 2017-03-10
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 1582.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
308 1582 2013-10-04 Approved with Changes
2103 1582 2016-06-22 Approved
2217 1582 0000-00-00 Pending
2225 1582 2017-03-28 Approved