Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10124
Database ID: 1392
Record Series Title: Temporary Property Inventory Records
Record Series Abstract: Record series contains building information held by the Risk Management Division regarding property owned by the state. Data is used for calculation purposes and is compiled from other sources. Records include, but are not limited to: building value; contents value; Construction, Occupancy, Protection, and Exposure (COPE) data; and other underwriting data.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The data is maintained until the property is sold or destroyed.
Total Retention: 0 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The data is maintained in the system until the property is sold or destroyed; the agency then notifies the Risk Management Division and requests the file's deletion.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1392
Record Location: Andrew Jackson Building, 15th floor
File Arrangement: numeric
Media Format Generated: Electronic
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: 1970s to current
Annual Accumulation: 50 Megabyte electronic
Current Volume: 2 Gigabyte electronic
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: essential record stored electronically in agency
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation: N/A
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 0 years
Agency Retention - Years Active: 0 years
Agency Retention - Years Inactive: 0 years
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Agency Shared Drive Server
IT-ABC Number:
Hardware Description: standard server array
Software Description: Documents are stored in PDF format on agency shared drives.
System Location: System is located in the agency office in the Andrew Jackson Building.
Backup Procedures: Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery: Detailed DR procedures for Treasury's file share are located in the Treasury Recovery Planner.
Data Migration Description: Detailed plans for migrating Treasury's records are on file with the Treasury IT division.
Metadata Description: file name, file type, author, date created
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: Andrew Jackson Building, 14th floor
Address 2: 502 Deaderick St.
City: Nashville
Zip: 37243
Phone: (615) 253-8757
Email: janice.patton@tn.gov
Agency: Dept. of Treasury
Agency Head: David H. Lillard, Jr.
Director: Mary Griffin
Allotment Code: 309
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-26-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 10124 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 Agency concurs.
RMD Director Recomendations: 03-04-2015 RDA 10124 is a request to revise an RDA. The retention period will remain zero years and the format will be electronic. Recommend approval of RDA 10124.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1392 10124 2015-03-30 Approved