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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11009
Database ID: 1849
Record Series Title: Discretionary Grants
Record Series Abstract: Support for Grant payment Processing. Discretionary Grants, disbursement and support documentation, and type H journal vouchers.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: End of Grant Awards
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After cutoff records will be transferred to the state records center for the remainder of the retention period. Destroy by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1835
Record Location: 710 James Robertson Pkwy, Andrew Johnson Tower, Nashville, TN 37243 9th floor
File Arrangement: alpha by grant
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: current
Annual Accumulation: 14 cubic ft.
Current Volume: 4 cubic ft.
Record Value: Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 2
Past Year: 1
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Department Education
Essential Record: Yes - Original
Essential Record Stored: 710 James Robertson Pkwy, Andrew Johnson Tower, Nashville, TN 37243 9th Floor
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Till the end of the grant awards.
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 0
Records Center Retention Period: 5 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: Nell Polk
Job Title: Secretary
Address 1: 710 James Robertson Pkwy, Andrew Johnson Tower 9th Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-532-1655
Email: Nell.polk@tn.gov
Agency: Dept. of Education
Agency Head: Kevin H. Huffman
Director: Maryanne Durski
Allotment Code: 33101
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-30-2013 No recommended changes.
Tennessee State Libary and Archives: 08-01-2013 No recommended changes.
Comptroller Audit Review: 2013-08-26 We have reviewed RDA 11009 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 09-06-2013 Education concurs
RMD Director Recomendations: 10-18-2013 RDA 11009 is a request for a new RDA. Recommend approval with the following changes: Retention Period to: 5 years Disposition Notes: After cutoff records will be transferred to the state records center for the remainder of the retention period. Destroy by state approved methods. Records Center Retention: 5 years
Signed Form Received: 2013-09-16
PRC Meeting Date: 11-20-2013
PRC Comments: Retention Period to: 5 years Disposition Notes: After cutoff records will be transferred to the state records center for the remainder of the retention period. Destroy by state approved methods. Records Center Retention: 5 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1849 11009 2013-11-20 Approved with Changes