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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 903
Database ID: 126
Record Series Title: OFFICIAL BONDS OF COUNTY OFFICIALS
Record Series Abstract: OFFICIAL BONDS INCLUDE SURETY BONDS FOR COUNTY PUBLIC OFFICIALS, SURETY BONDS FOR LOCAL EDUCATION AGENCIES, AND SURETY BONDS FOR EMERGENCY COMMUNICATIONS DISTRICTS.
Record Series Active: No
Cut Off at End of: Other
If Other, Explain: term of office
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After cut off, hold yearly received bonds for a total of 10 years. Maintain paper records in agency for 5 years, then scan to electronic format. After electronic record is verified for completeness and accuracy, destroy paper records by state approved methods. Maintain electronic records for 5 years in Filenet, the destroy by state approved methods. As of 2014, state no longer has responsibility for bond receipt. This RDA can be retired in 2024, after last bonds are held for 10 years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 126
Record Location: Cordell Hull Bldg. 425 5th Ave N Nashville, TN 37243
File Arrangement: Alphabetically by county / year
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 2004 - 2014
Annual Accumulation: 0 cu ft, .25 gb
Current Volume: 6 cu ft , .13 gb
Record Value: Administrative, Legal
Audit Requirements: None
Reference Frequency:
Current Year per Month: 2
Past Year: 12
2 - 5 Years: 12
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: electronically
Agency Retention: 10 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0 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: filenet
IT-ABC Number: IG12ECM
Hardware Description: WINDOWS SERVER 2008R2 / SQL 2008 R2 SP2
Software Description: ENTERPRISE FILENET 4.5; IBM FILENET P8 PLATFORM
System Location: OIR DATA CENTERS
Backup Procedures: CURRENTLY, ONLY STANDARD, FILE LEVEL BACKUP SERVERS ARE OFFERED. FULL BACKUPS ARE DONE EACH WEEKEND WITH DAILY INCEREMENTAL 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 Assistant
Address 1: 425 5th Ave N, 4th Floor
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: Sandi Thompson
Allotment Code: 30707
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-27-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 903 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 no comments
RMD Director Recomendations: 03-10-2015 RDA 903 is a request to revise an RDA. The retention period will change from 25 years to 10 years and the format will be paper/electronic. Recommend approval of RDA 903.
Signed Form Received: 2015-03-09
PRC Meeting Date: 03-30-2015
PRC Comments: RDA 903 approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
125 903 0000-00-00 Pending
126 903 2015-03-30 Approved
2382 903 2018-04-25 Approved with Changes