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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW17
Database ID: 2281
Record Series Title: Working Papers
Record Series Abstract: Working Papers are defined in T.C.A. § 10-7-301(14) as: “those records created to serve as input for final reporting documents, including electronic data processed records, and/or computer output microfilm, and those records which become obsolete immediately after agency use or publication.” Working Papers are used to produce a record in its final form. Working papers, as covered by this RDA, include those records that have evidentiary or informational value once their preparation has been completed and that relate to significant steps taken in preparing the final record - for example, substantive drafts that provide significant context for the development of the final record. The final record resulting from the working papers is governed by the appropriate RDA. This RDA does not apply to Annual Reports (SW15), Budget (SW18), or Internal Audit (SW11) working papers. This RDA covers all other working papers unless superseded by another specific RDA.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are cut off upon completion of the final product.
Total Retention: 1 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off upon completion of the final product and should be disposed of according to content. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. The record resulting from the working papers shall be handled according to its Records Disposition Authorization.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2282
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: current
Annual Accumulation: Agency records officer shall keep documentation of specific accumulation.
Current Volume: Agency records officer shall keep documentation of specific volume.
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: 1 year
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 1
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. § 10-7-301(14)
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 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 SW17 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 SW17 is a request to revise an RDA. The retention period will remain one year and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA SW17.
Signed Form Received: 2017-08-15
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approved RDA SW17.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1897 SW17 2014-12-02 Approved
2281 SW17 2017-09-07 Approved