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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2848
Database ID: 1057
Record Series Title: Federal Program Files
Record Series Abstract: Federal Program Files consist of various grants and monies that the feds make available to the states. These monies come from Federal Emergency Management Agency (FEMA), Emergency Management Performance Grant (EMPG), Homeland Security, Mitigation, and Disaster recovery projects. Administrative files, grant agreements, contracts, budget records, records containing project-specific information, records of expenditures, correspondence with sub-applicants and with the federal granting agency.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain: Federal fiscal year
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are received in paper format and then transferred to electronic format, after verification for accuracy paper records are destroyed. Records are maintained in agency for 5 years after cut off then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1057
Record Location: On-site in the Tennessee Emergency Management Agency(TEMA) offices at the Department of Military
File Arrangement: Chronological
Media Format Generated: Paper
Media Format Stored: Electronic: Other
Date Range: 2009 - current
Annual Accumulation: 5 cu. ft., 2 GB
Current Volume: 25 cu. ft., 350 GB
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 20
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal auditors of various federal agencies that have authority to audit TEMA\\\\\\\'s records
Essential Record: Yes - Original
Essential Record Stored: On-site in the TEMA offices at the Department of Military
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 10-7-504 (3)
Media Recommendation: Current Format
Media Recommendation Other: Paper
Agency Retention: 5 years
Agency Retention - Years Active: Until disaster recovery is complete
Agency Retention - Years Inactive: 5 years
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: CFR 44 13.42
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TEMA Servers (no application)
IT-ABC Number: N/A-TEMA servers are not with OIR
Hardware Description: HP and Dell Windows Servers
Software Description: Symantec Backup Exec Backup Assist (records are kept in word and pdf format)
System Location: TEMA HQ - 3041 Sidco Drive, Nashville, TN 37204
Backup Procedures: 1) Nightly Backup of data to local server location 2) Nightly replication of regional server data to HQ 3) Weekly replication to HQ storage server offsite 4) Software used: Symantec Backup Exec; Backup Assist
Disaster Recovery: Restore the files from backups 1) Nightly Backup of data to local server location 2) Nightly replication of regional server data to HQ 3) Weekly replication to HQ storage server offsite 4) Software used: Symantec Backup Exec; Backup Assist
Data Migration Description: Extract-Transform-Load Extract information from server. Download records to new server from backups and store information on new servers.
Metadata Description: Type (most files are Excel or Word), size, author, date created, date modified
Contact Information
Contact Name: Gary Beazley
Job Title: Emergency Management Administrator
Address 1: 3041 Sidco Drive
Address 2:
City: Nashville
Zip: 37204
Phone: 615-253-3396
Email: gbeazley@tnema.org
Agency: Dept. of Military
Agency Head: MG Terry M. Haston
Director: David Perkey
Allotment Code: 34104
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-28-2016 No recommended changes.
Tennessee State Libary and Archives: 02-01-2016 No recommended changes.
Comptroller Audit Review: 2016-02-01 We have reviewed RDA 2848 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-08-2016 All Changes are Complete
RMD Director Recomendations: 02-10-2016 RDA 2848 is a request to revise an RDA. The retention period will increase from three years to five years. The format will remain paper/electronic. The Abstract and Disposition have been updated. Recommend approval of request to revise RDA 2848.
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2848.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1057 2848 2016-02-25 Approved