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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW16
Database ID: 2271
Record Series Title: Temporary Records
Record Series Abstract: Temporary Records are defined in T.C.A § 10-7-301(13) as: "material which can be disposed of in a short period of time as being without value in documenting the functions of an agency. Temporary records will be scheduled for disposal by requesting approval from the public records commission [PRC] utilizing a records disposition authorization [RDA].” Temporary Records may include notes and communication media, including correspondence. These documents are only considered records of short term administrative value. (Examples: drafts, notes, voice mail, text messages, and email messages). Drafts, notes, voice mail, text messages and email messages are presumed to be temporary records unless they are governed by another RDA. Under no circumstance are documents of Fiscal, Legal, or Historic Value to be considered Temporary Records. Such records are to be covered by specific RDAs.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are Cut Off immediately
Total Retention: 0 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off immediately. Records are to be destroyed when no longer of administrative value to agency and should be disposed of according to content. Temporary records are not to be retained more than one year. Any records that needs to be retained longer than one year is not a Temporary Record but falls under another RDA with the appropriate retention period. 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: 2272
Record Location: Vary by agency
File Arrangement: alpha/numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: current
Annual Accumulation: 0
Current Volume: 0
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: 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: 0
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A § 10-7-301(13)
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. Though of a short term retention it is important for the electronic information to be up to date as the records must accessible until no longer of administrative use.
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 Avenue
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: 30513
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 07-20-2017 No Recommended Changes.
Tennessee State Libary and Archives: 08-02-2017 No recommended changes.
Comptroller Audit Review: 2017-07-25 We have reviewed RDA SW16 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-03-2017 Agency Concurs
RMD Director Recomendations: 08-15-2017 RDA SW16 is a request to revise an RDA. The retention period will remain destroy when no longer of administrative use, and the format paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA SW16.
Signed Form Received: 2017-08-15
PRC Meeting Date: 09-07-2017
PRC Comments: When an RDA was approved with changes: Cut off: Other If Other, Explain: Files are Cut off immediately Disposition Notes: Files are cut off immediately. Records are to be destroyed when no longer of administrative value to agency and should be disposed of according to content. Temporary records are not to be retained more than one year. Any records that needs to be retained longer than one year is not a Temporary Record but falls under another RDA with the appropriate retention period. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1899 SW16 2014-12-02 Approved
2271 SW16 2017-09-07 Approved with Changes