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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2960
Database ID: 1155
Record Series Title: GRANT RECORDS
Record Series Abstract: THE RECORDS INCLUDE THE FOLLOWING: AC-0159 GRANT APPLICATION, AC-0173 TECH. ASSISTANCE GRANT APPLICATION, AC-0175 TOURING ARTS GRANT APPLICATION, AC-0176 ARTS IN ED. GRANT APPLICATION, AC-0178 PROF. ARTIST SUPPORT GRANT APPLICATION, ETC.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Fiscal year when the grant closes.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Disposition Notes: The files are to be cut off at the end of each Fiscal Year when the Grant closes. Maintain records in agency for three years and then transfer to the State Records Center for two years. Any records converted from paper to electronic formats will be reviewed for completeness and accuracy before destruction of paper records. Destroy after the end of the retention period.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1155
Record Location: 401 CHARLOTTE AVE. NASHVILLE, TN 37243 AND STATE RECORD CENTER
File Arrangement: Alphabetically by Grant Category
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2010 TO CURRENT
Annual Accumulation: 25 cubic ft.; 6 gb
Current Volume: 75 cubic ft.; 25 gb
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 150
Past Year: 4
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 401 Charlotte Ave. Nashville, TN 37243 and State Records Center
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 YEARS OR UNTIL AUDIT
Agency Retention - Years Active: 3 YEARS
Agency Retention - Years Inactive:
Records Center Retention Period: 2 YEARS RECORD CENTER
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: eGrant/Pearl
IT-ABC Number:
Hardware Description: OIR State Server
Software Description: Access database, Web front-end. works in conjunction with Dreamweaver and Adobe Acrobat.
System Location: OIR State Server
Backup Procedures: OIR State Daily backup and Department daily backup for Pearl database. eGrant web software backs up grant structure at clients server at Bromelkamp Company in Minneapolis, Minnesota
Disaster Recovery: OIR State Daily backup and Department daily backup for Pearl database. eGrant web software backs up grant structure at clients server at Bromelkamp Company in Minneapolis, Minnesota
Data Migration Description: OIR Data Migration Procedure
Metadata Description: PDF, Date Created, Date Modified
Contact Information
Contact Name: MICHELLE MCEWEN
Job Title: ACCOUNTING TECHNICIAN II
Address 1: 401 CHARLOTTE
Address 2:
City: NASHVILLE
Zip: 37243
Phone: 615-741-1702
Email: Michelle.McEwen@tn.gov
Agency: TN Arts Commission
Agency Head: Anne B. Pope
Director: Anne B. Pope
Allotment Code: 31625
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-03-2014 No recommended changes.
Tennessee State Libary and Archives: 05-12-2014 No recommended changes.
Comptroller Audit Review: 2014-06-18 We have reviewed RDA 2960 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 07-31-2014 Thank you.
RMD Director Recomendations: 08-12-2014 RDA 2960 is a request to revise the RDA. The RDA retention period will remain five years. The format will change to paper/electronic. Recommend approval of RDA 2960 with the following change to clarify the transfer of records from agency to records center: Disposition Notes: The files are to be cut off at the end of each Fiscal Year when the Grant closes. Maintain records in agency for three years and then transfer to the State Records Center for two years. Any records converted from paper to electronic formats will be reviewed for completeness and accuracy before destruction of paper records. Destroy after the end of the retention period.
Signed Form Received: 2014-08-04
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 2960 with the following changes: Disposition Notes: The files are to be cut off at the end of each Fiscal Year when the Grant closes. Maintain records in agency for three years and then transfer to the State Records Center for two years. Any records converted from paper to electronic formats will be reviewed for completeness and accuracy before destruction of paper records. Destroy after the end of the retention period.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1155 2960 2014-09-10 Approved with Changes