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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3041
Database ID: 1232
Record Series Title: Community Development Block Grant Program Files
Record Series Abstract: Grant applications, environmental review records, plans and specifications, contract documents, correspondence, compliance and monitoring documents, City/County financial information, requests for payment, legal documents, close-out documents
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When grant is closed. Records must be kept until all grantees for the specific grant year have closed out by HUD.
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: 1232
Record Location: Tn Tower 26th Floor Nashville, Tn 37243
File Arrangement: other
Media Format Generated: Paper
Media Format Stored: Paper
Date Range: 1983 - current
Annual Accumulation: 25 cu. ft.
Current Volume: 330 cu. ft
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 480
Past Year: 480
2 - 5 Years: 480
Over 5 Years: 20
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: US Dept of Housing and Urban Development
Essential Record: TRUE
Essential Record Stored: Economic & Community Development offices Tn Tower 26th Floor Nashville, Tn 37243
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: 0 years
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:
Metadata Description:
Contact Information
Contact Name: Kathy Diane Jenkins
Job Title: Records Officer
Address 1: 312 Rosa L Parks Avenue
Address 2: 23rd Floor, TN Tower
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 Disposition Notes do not describe record disposition. If records are subject to Federal Audit, please indicate which agencies are interested.
Tennessee State Libary and Archives: 08-27-2013 TSLA concurs with RMD comments.
Comptroller Audit Review: 2013-09-10 We have reviewed RDA 3041. We recommend changing retention period to 5 years.
Agency: 09-19-2013 Records are kept in agency in original format. They are used for research and reference purposes as need arises. We accept audit's recommendation that the records are to be destroyed five years after closed out by HUD. Also, their information is shared outside of the state. That was a typo. This should be corrected.
RMD Director Recomendations: 11-03-2013 RDA 3041 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. Records must be kept until all grantees for the specific grant year have closed out by HUD. 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. Information shared Outside of State: Yes Agency Retention: 5 years
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. Records must be kept until all grantees for the specific grant year have closed out by HUD. 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. Information shared Outside of State: Yes Agency Retention: 5 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1232 3041 2013-11-20 Approved with Changes
1922 3041 2014-05-27 Approved