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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10048
Database ID: 1323
Record Series Title: Training Information System Data for Continuing Education Units (CEU)
Record Series Abstract: Record series consists of applications for Continuing Education Unit programs and data collected from the course rosters used to create transcripts for attendees.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Cut off at the end of each calendar year after data has been utilized to create transcripts. Maintain in agency for ten years, records may be transferred to state records center as needed. Destroy by state approved method at the end of the retention period.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1323
Record Location: 312 Rosa L. Parks Blvd., TN Tower-17th Floor; Strategic Learning Solutions (SLS) office, Nashville, TN 37243
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1986-current
Annual Accumulation: Less than 1 cubic foot
Current Volume: 6 cubic feet
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 2
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: TRUE
Essential Record Stored: 505 Deaderick Street 2nd floor
Essential Record Media Type: Paper
Confidential: FALSE
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 10 years
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Convert to Microfilm
Legal Citation: NO
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: Steve Brown
Job Title: HR Program Director
Address 1: 505 Deaderick Street James K. Polk Building
Address 2: 2nd Floor
City: Nashville
Zip: 37243-0635
Phone: 615-741-0668
Email: steve.brown@tn.gov
Agency: Dept. of Human Resources
Agency Head: Rebecca Hunter
Director: Terence Donaldson
Allotment Code: 31901
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-06-2015 Please provide Audit Requirements. Please change Final Disposition After Retention Expires to reflect current practices.
Tennessee State Libary and Archives: 08-06-2015 TSLA concurs in RMD comments.
Comptroller Audit Review: 2015-08-10 Audit concurs with RMD comments.
Agency: 02-27-2015 This RDA was a duplicate of RDA 1620. These records were never meant to be maintained permanently, and have no value to the agency or others after 1 year. These records are training course sign-in sheets, which are used to enter the attending employees\\\' names into what is essentially a database on Edison. The Edison system uses the data to designate on the attending employees\\\' Edison profiles that they attended the training course. After discussion with Kevin Callaghan on 2/27/2015, we decided that these records should fall under Statewide 17 - Working Papers. We are therefore retiring this RDA 10048, along with its duplicate RDA 1620.
RMD Director Recomendations: 09-22-2015 RDA 10048 is a request to revise an RDA. The retention period will change from twenty-two years to ten years. The agency was originally going to retire the RDA but then realized it needed to be revised. Agency comments do not reflect this decision change. Recommend approval of request to revise RDA 10048 with the following changes: Disposition Notes: Cut off at the end of each calendar year after data has been utilized to create transcripts. Maintain in agency for ten years, records may be transferred to state records center as needed. Destroy by state approved method at the end of the retention period. Audit Requirements: State Essential Record Stored: 505 Deaderick Street 2nd floor Essential Record Media Type: Paper Final Disposition after Retention Expires: Destroy
Signed Form Received: 2015-09-18
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 10048 with following changes: Disposition Notes: Cut off at the end of each calendar year after data has been utilized to create transcripts. Maintain in agency for ten years, records may be transferred to state records center as needed. Destroy by state approved method at the end of the retention period. Audit Requirements: State Essential Record Stored: 505 Deaderick Street 2nd floor Essential Record Media Type: Paper Final Disposition after Retention Expires: Destroy
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1323 10048 2015-10-13 Approved with Changes