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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 944
Database ID: 135
Record Series Title: APPLICATIONS FOR ACTIVE CREDIT UNIONS
Record Series Abstract: NEW APPLICATIONS, DENIED APPLICATIONS, INQUIRES/NO RESPONSE, WITHDRAWN APPLICATIONS, APPROVED APPLICATIONS, PENDING APPLICATIONS. ALL APPLICATION RELATED DOCUMENTS FOR ALL INSTITUTIONS THAT THE DIVISION REGULATES
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency for 5 years after calendar year then destroy by state approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 135
Record Location: Tn Dept. of Financial Institutions Tennessee Tower, 26th Floor 312 Rosa L. Parks Avenue Nashville, TN 37243
File Arrangement: ALPHA
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2009 - CURRENT
Annual Accumulation: 2 CU.FT/ 1 MB
Current Volume: 10 CU. FT./ 5 MB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 2
2 - 5 Years: 2
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 45-1-120 (a)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 YEARS
Agency Retention - Years Active: 5 YEARS
Agency Retention - Years Inactive: 0 YEARS
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: AG0319006WF503
IT-ABC Number:
Hardware Description: Vmware, OIR Data Center File Server
Software Description: Adobe PDF
System Location: OIR Data Center North
Backup Procedures: Daily by OIR following OIR established policy and procedures
Disaster Recovery: OIR network recovery following OIR established policy and procedures
Data Migration Description: Migrate to VMware or ECM
Metadata Description: Credit Union name, date of application
Contact Information
Contact Name: Shanna Brake
Job Title: RECORDS OFFICER
Address 1: 312 Rosa L. Parks Avenue
Address 2: 26th Floor
City: NASHVILLE
Zip: 37243
Phone: 615-741-0054
Email: shanna.brake@tn.gov
Agency: Dept. of Financial Institutions
Agency Head: GREG GONZALES
Director: TINA MILLER
Allotment Code: 33600
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-09-2014 No information provided on record location and electronic volume. Questions this record series nonessential nature. No legal citations provided or attached. No sample provided. Records that are maintained electronically must have completed Electronics Plan Inventory. Agency has been notified of these discrepancies. 1-14-2014: RMD met with agency and discussed appropriate changes needed for RDA. RDA on hold until further information is obtained. 2-6-14: Received information from agency to update and revise RDA. 2-7-14: No recommended changes.
Tennessee State Libary and Archives: 02-03-2014 TSLA agrees with RMD comments. 2-13-2014: No recommended changes.
Comptroller Audit Review: 2014-02-10 We have reviewed RDA 944 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 02-11-2014 Agency concurs with RMD and TSLA. Agency also agrees to change retention period to 5 years per Audit suggestion.
RMD Director Recomendations: 02-13-2014 RDA 944 is a request to revise an RDA. The retention period will change from two years to five years. Agency concurred with this change. The record series will now include both paper and electronic records. Consider changing electronic inventory section of the worksheet to storage on agency server rather than the hard drive of a desktop. Recommend approval of RDA 944 with the direction the agency store the records on the agency server. Agency to provide RMD the electronic inventory information for the RDA worksheet section.
Signed Form Received: 2014-02-13
PRC Meeting Date: 02-20-2014
PRC Comments: Approved with the changes: Retention period changed to five years per staff recommendations, and the Agency move the storage of the electronic records to servers. Agency will provide RMD with the specifications so the worksheet may be updated.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
135 944 2014-02-20 Approved with Changes