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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11008
Database ID: 1864
Record Series Title: S.A.V.E (Schools Against Violence in Education) Act Documents
Record Series Abstract: Framework/Self-assessment, District Information, Compliance Package and Correspondence. The records establish compliance within provisions of the S>A>V>E> Act, a state mandate for school systems.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at the end of grant awards period.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are kept in agency until the end of the grant awards period in case they are needed for grant compliance. After the Cut Off the records will be transferred to the state records center for the remainder of the retention period and then destroyed by state approved methods. The records are used for reporting to the Legislative body on an annual basis. Information is obtained to research and document policy and procedures compliance.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1851
Record Location: 710 James Robertson Pkwy, Andrew Johnson Tower, Nashville, TN; 9th Floor.
File Arrangement: Alphabetical
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 9/2008 till current
Annual Accumulation: 1 cubic ft.
Current Volume: 2 cubic Ft.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: With Federal Agencies
Essential Record: Yes - Original
Essential Record Stored: 710 James Robertson Pkwy, Andrew Johnson Tower, Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: until the end of grant awards period.
Agency Retention - Years Active:
Agency Retention - Years Inactive: 0
Records Center Retention Period: 5 years
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. 49-6-811 & 49-6-813
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 M Polk
Job Title: Secretary
Address 1: 710 James Robertson Pkwy, Andrew Johnson Tower
Address 2:
City: Nashville
Zip: 37242
Phone: 615-532-1655
Email: nell.polk@tn.gov
Agency: Dept. of Education
Agency Head: Kevin Huffman
Director: Mike Herrmann
Allotment Code: 33101
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-10-2013 Disposition Notes: a different cut off is indicated than previously stated. Please clarify. Record Value: should include Fiscal. Audit Requirements: please indicate if records are subject to Federal Audit and update "Information Shared Outside of State" to reflect this.
Tennessee State Libary and Archives: 07-25-2013 TSLA concurs with RMD comments.
Comptroller Audit Review: 2013-08-26 We have reviewed RDA 11008 from an audit standpoint. We recommend changing retention period to 5 years and clarifying the disposition notes to match cut off and retention, the last sentence seems to indicate records may be disposed of early. Change Audit requirements to State and Federal (TCA 49-6-813) with the record value changed to include Fiscal.
Agency: 09-06-2013 Information corrected.
RMD Director Recomendations: 10-18-2013 RDA 11008 is a request for a new RDA. Recommend approval with the following changes: Record Series Title: S.A.V.E. (Schools Against Violence in Education) Act Documents Retention Period: 5 years Disposition Notes: Records are kept in agency until the end of the grant awards period in case they are needed for grant compliance. After the Cut Off the records will be transferred to the state records center for the remainder of the retention period and then destroyed by state approved methods. The records are used for reporting to the Legislative body on an annual basis. Information is obtained to research and document policy and procedures compliance. Record Value: add Fiscal Audit: change to Both Information Shared Outside of State: Yes with Federal Agencies Agency Retention: 0 years Records Center Retention: 5 years Legal Citation T.C.A. 49.6.811 & 49.6.813
Signed Form Received: 2013-09-16
PRC Meeting Date: 11-20-2013
PRC Comments: Approved with the following changes: Record Series Title: S.A.V.E. (Schools Against Violence in Education) Act Documents Retention Period: 5 years Disposition Notes: Records are kept in agency until the end of the grant awards period in case they are needed for grant compliance. After the Cut Off the records will be transferred to the state records center for the remainder of the retention period and then destroyed by state approved methods. The records are used for reporting to the Legislative body on an annual basis. Information is obtained to research and document policy and procedures compliance. Record Value: add Fiscal Audit: change to Both Information Shared Outside of State: Yes with Federal Agencies Agency Retention: 0 years Records Center Retention: 5 years Legal Citation T.C.A. 49.6.811 & 49.6.813
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1864 11008 2013-11-20 Approved with Changes