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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2810
Database ID: 1023
Record Series Title: Property Claim Files
Record Series Abstract: Record series contains claim documentation held by the Risk Management Division regarding property owned by the state. Files include, but are not limited to: invoices, summaries of incidents, proof of loss documents, and adjuster documents related to property losses.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are cut off at the closure of claim.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Incoming paper records are scanned, verified for accuracy, and destroyed after verification; records are held in electronic format for ten years and then destroyed by state approved methods. Information is also entered into an agency spreadsheet.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1023
Record Location: Andrew Jackson Building, 15th floor
File Arrangement: numeric
Media Format Generated: Electronic
Media Format Stored: Electronic: Raster Image
Date Range: 1970s to current
Annual Accumulation: 150 Megabyte Electronic
Current Volume: 750 Megabyte Electronic
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 30
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Emergency Management Agency
Essential Record: Yes - Original
Essential Record Stored: essential record stored electronically in agency
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation: N/A
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 10 years
Agency Retention - Years Inactive: 0 years
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Agency Shared Drive Server
IT-ABC Number:
Hardware Description: standard server array
Software Description: Documents are stored in PDF format on agency shared drives.
System Location: System is located in the agency office in the Andrew Jackson Building.
Backup Procedures: Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery: Detailed DR procedures for Treasury's file share are located in the Treasury Recovery Planner.
Data Migration Description: Detailed plans for migrating Treasury's records are on file with the Treasury IT division.
Metadata Description: file name, file type, author, date created
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: Andrew Jackson Building, 14th floor
Address 2: 502 Deaderick St.
City: Nashville
Zip: 37243
Phone: (615) 273-8757
Email: janice.patton@tn.gov
Agency: Dept. of Treasury
Agency Head: David H. Lillard, Jr.
Director: Mary Griffin
Allotment Code: 309
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-26-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 2810 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 Agency concurs.
RMD Director Recomendations: 03-04-2015 RDA 2810 is a request to revise an RDA. The retention period will change from six years to ten years and the format will be electronic. Recommend approval of RDA 2810.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1023 2810 2015-03-30 Approved