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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3083
Database ID: 1273
Record Series Title: 21st CENTURY COMMUNITY CENTERS PROGRAM
Record Series Abstract: The purpose of the records relates to discretionary grant working papers - contracts, financial records, program reports, monitoring/audit information. Documents include Year-end Reports - ED5184, Program Monitoring Tool - ED5409, Request for Advance or Reimbursement - ED5023, 21st CCLC Budget Amendment - ED5184.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be cut off at the end of each fiscal year and kept for five years. Records may be transferred to the state records center for storage after cut off. Records will be destroyed by state approved method after five years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1273
Record Location: 710 James Robertson Pkwy 6th flr Andrew Johnson Tower
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2009 - current
Annual Accumulation: 4 cu. ft
Current Volume: 7 cu. ft
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 4
Past Year: 3
2 - 5 Years: 3
Over 5 Years: 3
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: US Department of Education
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive: 5
Records Center Retention Period: up to 5 years
Final Disposition after Retention Expires: Destroy
Legal Citation: 45 CFR 74.53; & 34 CFR 80.42
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: Nell Polk
Job Title: Secretary
Address 1: 710 James Robertson Parkway
Address 2: 9th Floor, Andrew Johnson Tower
City: Nashville
Zip: 37243
Phone: 615-532-1655
Email: Nell.Polk@tn.gov
Agency: Dept. of Education
Agency Head: Kevin Huffman
Director: Mike Herrmann
Allotment Code: ED00000135
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 11-07-2013 Expand abstract for clearer definition of record series. Check with Audit Division if 3 years is long enough retention period. Disposition Notes need clarification on how the record series is stored and clarification of when destroyed. Record Value is marked as Historic but this seems contradictory to the short retention period before destruction. Record may be of Legal value. If subject to Federal Audit there should be information on Federal agency record may be shared with. Missing Record Sample and Legal Sample.
Tennessee State Libary and Archives: 12-16-2013 Concur with RMD and Audit comments.
Comptroller Audit Review: 2013-12-13 We have reviewed RDA 3083 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 01-07-2014 It appears that not all information provided on the original submission regarding RDA 3083 was transferred to the current format. Please see additional information below: 1) Expand abstract: The original submission stated – The purpose of the records relates to discretionary grant working papers - contracts, financial records, program reports, monitoring/audit information. Documents include Year-end Reports - ED5184, Program Monitoring Tool - ED5409, Request for Advance or Reimbursement - ED5023, 21st CCLC Budget Amendment - ED5184. 2) Retention period: EDGAR/CFR Section 74.53 requires maintaining files/records for a minimum of 3 yrs; older files/records can be destroyed at the end of each fiscal year. Can maintain records for up to 5 yrs as suggested. 3) Record series storage and destruction: All records are paper copies beginning with 2009 and boxed alphabetically by fiscal year. The instructions/request submitted were to destroy oldest fiscal year annually at the end of the current fiscal year. 4) Record value: Historical was marked as the discretionary grant period is 3 years and the records cover the life of the grant. If historical should not be marked, that can be changed. 5) Sharing records: This question was not on the original form. In case of federal audit or monitoring, records can be shared with US Department of Education. 6) Record samples: Original submission included samples; see attachments.
RMD Director Recomendations: 01-13-2014 RDA 3083 is a revision of an existing RDA. The proposed retention time would change from 3 years to 5 years and it would remain in paper format. Recommend approval with the following changes: 1) Abstract - The purpose of the records relates to discretionary grant working papers - contracts, financial records, program reports, monitoring/audit information. Documents include Year-end Reports - ED5184, Program Monitoring Tool - ED5409, Request for Advance or Reimbursement - ED5023, 21st CCLC Budget Amendment - ED5184. 2) Retention Period - Change to 5 years as per Audit's suggestion and Agency's concurrence in comments. Change under Total Retention and Records Center Retention. 3)Disposition Notes - Records will be cut off at the end of each fiscal year and kept for five years. Records may be transferred to the state records center for storage after cut off. Records will be destroyed by state approved method after five years. 4) Record Value - remove Historic as one of the values. Keep Administrative and Fiscal 5)Shared Outside of State - Yes US Department of Education 6) Record Samples and Legal Citation were submitted and uploaded for the agency. Recommend Approval with the above changes with a five year retention period.
Signed Form Received: 2014-01-08
PRC Meeting Date: 02-20-2014
PRC Comments: Approved with the changes to Abstract, Retention, Disposition, Record Value, and Shared Outside of State as per staff recommendations.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1273 3083 2014-02-20 Approved with Changes