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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3077
Database ID: 1267
Record Series Title: TN DOWNTOWN AND MAIN STREET PROGRAM FILES
Record Series Abstract: COMMUNITY CONTRACTS, TITLE VI SUMMARY, COMPLETED PROJECT REPORTS FOR YEARS 2007-2012, INVOICES, CANCELED CHECKS, W9 AND GRANT APPLICATIONS (EC-0543, EC-0570)
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are to be cut off at the end of the grant.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are to be kept in paper format in agency for five years. This is to provide adequate reference for audits, future projects, and community referrals. Once retention period is expired the files may be destroyed by State approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1267
Record Location: Tn Tower 26th floor, Nashville,Tn 37243
File Arrangement: alpha
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2007 - current
Annual Accumulation: 1 cu. ft.
Current Volume: 5 cu. ft.
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 15
Past Year: 10
2 - 5 Years: 6
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 312 Rosa L Parks Avenue, 26th Floor, TN Tower, 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: 5
Agency Retention - Years Inactive:
Records Center Retention Period: 0 years
Final Disposition after Retention Expires: Destroy
Legal Citation:
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, 23rd Floor, TN Tower
Address 2:
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: Todd Morgan
Allotment Code: 33007
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-22-2013 Disposition Notes do not describe record disposition.
Tennessee State Libary and Archives: 08-27-2013 TSLA concurs with RMD comment.
Comptroller Audit Review: 2013-09-10 We have reviewed RDA 3077 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 09-18-2013 These files are kept in the agency in order to provide adequate reference for future projects and community referrals. Once the retention period is expired the documents are to be destroyed by state approved method. Change the retention period to five years to comply with Audit’s recommendations.
RMD Director Recomendations: 11-03-2013 RDA 3077 is a request to revise an existing RDA. Changing Retention period from 3 years to 5 years. Recommend approval with the following changes: Disposition Notes: Files are to be kept in paper format in agency for five years. This is to provide adequate reference for audits, future projects, and community referrals. Once retention period is expired the files may be destroyed by State approved method. Total Retention: 5 years Agency Retention: 5 years Agency Retention - Years Active: 5
Signed Form Received: 2013-09-30
PRC Meeting Date: 11-20-2013
PRC Comments: Files are to be kept in paper format in agency for five years. This is to provide adequate reference for audits, future projects, and community referrals. Once retention period is expired the files may be destroyed by State approved method. Total Retention: 5 years Agency Retention: 5 years Agency Retention - Years Active: 5
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1267 3077 2013-11-20 Approved with Changes