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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3069
Database ID: 1260
Record Series Title: Department of Energy (DOE) Files
Record Series Abstract: Records include grant applications, program activities, reports, invoices and other information related to the administration and implementation of grants and programs funded by the Department of Energy. Included are the following forms: 4-H Energy Monitoring (CN-1390), Energy Education Classroom Monitoring (C-1391) and The Energy Camp for Teachers (CN-1387). Programs (such as NEED-National Energy Education Dev.) are developed through these funds to coordinate national goals to reduce petroleum consumption and increase energy efficiency. Program will end 12-30-2015. Program transferred to TDEC 1-1-13, from ECD.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At the end of the funding period.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain records in agency 5 years after completion of funding period; then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1260
Record Location: 2nd Floor, TN Tower, 312 Rosa L. Parks Ave., Nashville, TN 37243
File Arrangement: alphabetical
Media Format Generated: Both
Media Format Stored: Paper
Date Range: 2008 to current
Annual Accumulation: <1 cu. ft.
Current Volume: 10 cu. ft.
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 4
Past Year: 4
2 - 5 Years: 7
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Department of Energy
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. 8-4-103
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: Shonquita Parrish
Job Title: TDEC Records Officer
Address 1: 10th Fl, TN Tower
Address 2: 312 Rosa L. Parks Avenue
City: Nashville
Zip: 37243
Phone: (615) 741-8894
Email: shonquita.m.parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau, Jr.
Director: Molly Cripps
Allotment Code: 327.52
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-03-2014 Reference Frequency is not complete. RDA indicates that the Information is Shared Outside of State, but does not list agencies. RDA also needs a sample. 5/20/14: Agency Provided sample.
Tennessee State Libary and Archives: 05-12-2014 TSLA concurs with RMD comments.
Comptroller Audit Review: 2014-06-12 We have reviewed RDA 3069 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-30-2014 Remaining records referenced current year <4, past year <4, 2-5 years 7. Records may be audited or revisited again by DOE before close or end of program. Last remaining programs--scheduled to end 12-30-15.
RMD Director Recomendations: 08-12-2014 RDA 3069 is a request to revise the RDA. The retention period will remain five years and the format paper. Abstract has been updated. Recommend approval of RDA 3069 with the following changes: Reference Frequency: Current Year = 4, Past Year = 4, 2-5 Years = 7 Information Shared Outside of State: Department of Energy
Signed Form Received: 2014-07-08
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 3069 with the following changes: Reference Frequency: Current Year = 4, Past Year = 4, 2-5 Years = 7 Information Shared Outside of State: Department of Energy
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1260 3069 2014-09-10 Approved with Changes