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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW12
Database ID: 2280
Record Series Title: Contracts
Record Series Abstract: Documents relating to contracts between state agencies and vendors. Records includes a copy of the final contract, Requests for Proposals (RFP)documents, Requests for Information (RFI) documents, bid evaluation documents, statements of work, deliverable documentation, change order documentation,correspondence, and other related documents. Former RDA S2272
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Termination or expiration of the contract.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off at the termination or expiration of each contract and maintained for five years. 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 electronic format must meet minimum security and software/server environment standards as set by Finance and Administration (F&A)/Strategic Technology Solutions (STS).
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2281
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 specific volume.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
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: Yes
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Agency records officer shall keep documentation of specific location.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 4
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
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 SW12 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-03-2017 Agency Concurs
RMD Director Recomendations: 00-00-0000
Signed Form Received: 0000-00-00
PRC Meeting Date: 00-00-0000
PRC Comments:
PRC Action: Pending
RDA History
ID RDA PRC Reviewed PRC Action
1803 SW12 2014-09-10 Approved
2280 SW12 0000-00-00 Pending