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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1582
Database ID: 308
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 Project
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After completion of the project maintain paper record for 1 year. Transfer to microfilm and maintain the silver master microfilm at the state records center for 20 years and a microfilm copy in agency years. After verification of the microfilm images the paper record may be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 308
Record Location: 8th Floor, L & C Tower, 401 Church Street
File Arrangement: Numerical
Media Format Generated: Paper
Media Format Stored: Microform: Microfilm
Date Range: 2002 to current
Annual Accumulation: 5.5 cubic feet
Current Volume: 60
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:
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Environmental Protection Agency
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Microfilm
Media Recommendation Other:
Agency Retention: Scan to microfilm/media, maintain microfilm in agency 20 years.
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: maintain microfilm 20 years.
Final Disposition after Retention Expires: Destroy
Legal Citation: 40, 31.42 Rentention access
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Christi Poston
Job Title: TDEC Records Officer
Address 1: 14th floor, L & C Tower
Address 2: 401 Church Street
City: Nashville
Zip: 327243
Phone: 615 532-8816
Email: Christi.A.Poston@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau
Director: Dr. Sandra Dudley
Allotment Code: 327.33
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-16-2013 Under Cut Off, information beyond "Completion of Project" should be placed under "Disposition Notes." The Disposition Notes section describes the Retention Period as 21 years. Specify in Disposition Notes which copy goes to the SRC and which copy remains in Agency. Incorrect "Media Format Stored." Record Value: not Historic, but is Administrative. Since Audit Requirements are listed as "Both," these documents are shared outside of State. Under Media Recommendation, delete "CD/DVD."
Tennessee State Libary and Archives: 07-25-2013 TSLA concurs with RMD comments.
Comptroller Audit Review: 2013-08-26 We have reviewed RDA 1582 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-28-2013 Change Cut Off to: Completion of Project Disposition Notes: After completion of the project maintain paper record for 1 year. Transfer to microfilm and maintain the silver master microfilm at the State Record Center 20 years and a microfilm copy in agency 20 years. After verification of the microfilm images the paper records may be destroyed by state approved methods. Change Media Format Stored to microfilm Change Record Value to remove Historic and add Administrative Media Recommendation to microfilm Records Shared Outside of State: Yes with Federal Environmental Protection Agency.
RMD Director Recomendations: 09-07-2013 Recommend Approval with the changes provided by the agency in response to staff comments.
Signed Form Received: 2013-09-05
PRC Meeting Date: 10-04-2013
PRC Comments: Changed Cut Off: Completion of Project Disposition Notes: After completion of the project maintain paper record for 1 year. Transfer to microfilm and maintain the silver master microfilm at the state records center for 20 years and a microfilm copy in agency years. After verification of the microfilm images the paper record may be destroyed by state approved methods. Location: 312 Rosa Parks Avenue 15th Floor, Nashville Record Value: added Administrative deleted historic Shared Outside of State: Yes with Federal Environmental Protection Agency Media Recommendation: Microfilm
PRC Action: Approved with Changes
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