Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
Review RDA Data
* Indicates required field
RDA Core Data
  1. Indicate the content of the record series by a detailed description of the form, content, and purpose of the record series.

  2. Indicate when record is cut off.

  3. Years Months
  4. Indicate the final disposition.

  5. Include any specific requirements regarding how the record is stored and maintained, based on the value of the records and how long the records are needed to conduct state business.

RDA Worksheet
  1. Specify address, building, room, etc.

  2. Indicate if the indexing is by alpha, numeric, or other method.

  3. Indicate the format in which the record series is created.

  4. Indicate the format in which the record series is stored.

  5. Indicate the beginning and end date of the record series. If record series is still being created use the word “current” for end date.

  6. Please include any of the following that apply; paper in cu ft., electronic records in gigabytes, microfilm in rolls, and microfiche in cards.

  7. Please include any of the following that apply; paper in cu ft., electronic records in gigabytes, microfilm in rolls, and microfiche in cards.

  8. Indicate the type or types of value the record series has for your organization. Please check all that apply.

    Administrative
    Fiscal
    Historic
    Legal
  9.  

  10. Indicate the average number of references to the record series per month.

    Current Year Per Month:
    Past Year:
    2 - 5 Years:
    Over 5 Years:
  11. Indicate how often the data is updated on electronic records.

  12. Indicate if the record series is shared with agencies outside of the state.

  13. Indicate if the records are essential and if it is the original or duplicate. Essential records require high accessibility and/or are critical to the: continuation or resumption of operations, re-creation of the legal and financial status of government in the state, or protection and fulfillment of obligations to the citizens of the state.

  14. Indicate the location of the original essential record as well as any copies maintained by your organization. List any agencies that the original or a copy is sent to, such as TN State Library and Archives.

  15. Indicate the media in which the essential record is kept.

  16. Indicate if the record series is confidential.

  17. List the statute classifying the record series as confidential.

  18. Indicate how long the records series is to be maintained in the agency.

  19. Indicate how long the records series is to be maintained in the state records center before final disposition.

  20. Indicate action to occur after retention period expires. If it is not to be destroyed it will either be transferred to State Library and Archives, Microfilmed, or Migrate to Electronic Data.
  21. If the record series is required by federal or state statute, cite the statute and retention period in which the record series is to be maintained.
  22. Current File: No file

  23. Current File: No file

  24. Electronic Records Plan Inventory

  25. Indicate the name of system on which records series is stored.

  26. List the IT-ABC number assigned.

  27. Describe the hardware environment utilized to store and access the record series.

  28. Describe the hardware environment utilized to store and access the record series.

  29. Indicate the physical location of the system where the records are stored.

  30. Indicate the backup procedures in place. Include the storage medium, location, and frequency.

  31. Describe the procedures in place to recover this electronic record series.

  32. Describe the procedures in place to migrate this electronic record series.

  33. Please provide the type length and format of the metadata collected.

RDA Contact Information