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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3040
Database ID: 1231
Record Series Title: Appalachian Regional Commission Grant Records
Record Series Abstract: Grant application and pre-applications, correspondence, close-out documents
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When grant is closed and final expenditure report is submitted.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are to be kept in original paper format in agency for five years. Records may be transferred to State Records Center for storage as needed. When retention period has expired the records are to be destroyed by State approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1231
Record Location: 312 Rosa L Parks Ave., 26th Floor,Wm. Snodgrass Bldg., Nashville, TN
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: Paper
Date Range: 1994 to Current
Annual Accumulation: 2 cu ft.
Current Volume: 33 cu ft.
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 25
Past Year: 25
2 - 5 Years: 25
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: U S Federal Government(Depending on project as to which one involved)
Essential Record: Yes - Original
Essential Record Stored: 312 Rosa L Parks Ave., 26th Floor, Wm. Snodgrass Bldg., Nashville, TN
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: Up to 5 years as needed
Final Disposition after Retention Expires: Destroy
Legal Citation: CFR24 Ch. V Part 570.490
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:
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Contact Information
Contact Name: Kathy Diane Jenkins
Job Title: Records Officer
Address 1: 312 Rosa L Parks Avenue
Address 2: 23rd Floor, Wm. Snodgrass Bldg.
City: Nashville
Zip: 37243
Phone: 615/532-1712
Email: kathy.jenkins@tn.gov
Agency: Dept. of Economic and Community Development
Agency Head: Bill Hagerty
Director: Brooxie Carlton
Allotment Code: 33004
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-22-2013 No recommended changes.
Tennessee State Libary and Archives: 08-27-2013 No recommended changes.
Comptroller Audit Review: 2013-09-10 We have reviewed RDA 3040 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 09-19-2013 We accept audit's recommendation that the records are to be destroyed five years after closed out by HUD.
RMD Director Recomendations: 11-03-2013 RDA 3040 is a request to revise an existing RDA. Retention period will change from 3 years to 5 years. Recommend approval with the following changes: Cut Off: When grant is closed and final expenditure report is submitted. Total Retention: 5 years Disposition Notes: Records are to be kept in original paper format in agency for five years. Records may be transferred to State Records Center for storage as needed. When retention period has expired the records are to be destroyed by State approved method. Agency Retention: 5 years Records Center Retention: up to five years as needed.
Signed Form Received: 2013-09-30
PRC Meeting Date: 11-20-2013
PRC Comments: Approved with the following changes: Cut Off: When grant is closed and final expenditure report is submitted. Total Retention: 5 years Disposition Notes: Records are to be kept in original paper format in agency for five years. Records may be transferred to State Records Center for storage as needed. When retention period has expired the records are to be destroyed by State approved method. Agency Retention: 5 years Records Center Retention: up to five years as needed.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1231 3040 2013-11-20 Approved with Changes
1923 3040 2014-05-27 Approved