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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 902
Database ID: 124
Record Series Title: Local Finance Documentation for Debt and Budget Approvals for Local Governments
Record Series Abstract: Debt Approval and related information about proposed debt issues for counties, cities, and municipalites in Tennessee. The data includes: amount of debt, type of debt, type of funding, and term.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Hard copy of records to be maintained in-agency for one year and stored at state records center to be maintained for 5 years. From 2015 forward, all debt records to be scanned and electronically stored; all applicable files prior to January 1, 2015, will be stored in Records Retention Center until End of Retention.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 124
Record Location: COT / Office of State and Local Finance 425 5th Ave N, 4th Floor Nashville, TN 37243
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: 1995 - current
Annual Accumulation: 6 cu. ft. paper / 7 GB electronic
Current Volume: 90 cu. ft. paper / 1.5 GB Electronic
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 180
2 - 5 Years: 400
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Agencies, i.e. IRS; Rural Development; Investment Entites and Advisors, Open Records to TN Residents
Essential Record: Yes - Original
Essential Record Stored: 4th Floor Cordell Hull Building, Nashville, TN 37243 (Paper & Electronic)
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive:
Records Center Retention Period: 5 years
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ECM (Electronic Content Manager), Sharepoint, Enterprise Filenet / Windows Server 2008 R-2
IT-ABC Number:
Hardware Description: Windows Server 2008 R2-SQL Server 2008 R2SP2
Software Description: Enterprise Filenet 4.5; IBM FileNet P8 Platform
System Location: Department of Comptroller, OIR Data Center
Backup Procedures: Standard, File level back-up services. Full backups completed weekly with daily incremental backups.
Disaster Recovery: OIR Maintained and Supported
Data Migration Description: OIR Maintained and Supported
Metadata Description: Each document has an associate object name and document class indexes.
Contact Information
Contact Name: Shelly Eisman
Job Title: Project Management Asst, OMS-COT
Address 1: Cordell Hull Building, 425 5th Ave N
Address 2:
City: Nashville
Zip: 37243
Phone: 615-401-7759
Email: shelly.eisman@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Sandra Thompson
Allotment Code: 30707
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended change.
Tennessee State Libary and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA 902 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-08-2015 no changes
RMD Director Recomendations: 06-09-2015 RDA 902 is a request to revise an RDA. The retention period will change from twelve years to six years. The format will be paper /electronic. Recommend approval of RDA 902.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 902.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
124 902 2015-06-23 Approved
2378 902 2018-04-25 Approved