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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA Management System
RDA Details
Database ID: 2270
Record Series Title: Travel Authorization Files
Record Series Abstract: Documents relating to requests and authorizations for in-state and out-of-state travel and related correspondence, including cost estimates for travel.
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: 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 Paper Format may be transferred to the State Records Center. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. FORMER RDA: S470-6
View Signed Form: Form Not Received
Worksheet ID: 2271
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: Alpha Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1990 - 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, Fiscal
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: 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
Agency Retention - Years Inactive: 0
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.
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
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 Strategic Technology Solutions (STS). 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 Strategic Technology Solutions (STS). 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 Blvd.
Address 2: 8th Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Action Requested: Revision
  Date Comments
Records Management Division (RMD): 06-22-2017 No recommended changes
Tennessee State Libary and Archives: 06-26-2017 No recommended changes.
Comptroller Audit Review: 2017-06-26 We have reviewed RDA SW07 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 07-28-2017 Agency Concurs
RMD Director Recomendations: 08-15-2017 RDA SW07 is a request to revise an RDA. The retention period will remain five years and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA SW07.
Signed Form Received: 2017-08-15
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA SW07.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1798 SW07 2013-06-11 Approved with Changes
2270 SW07 2017-09-07 Approved