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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11028
Database ID: 1865
Record Series Title: Governor's Grants Database
Record Series Abstract: Accumulating info about grants awarded by ECD. Info includes dates, location, amount, use, source, and employment information.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When all funding to grant recipient has ended, and then maintain in the database 10 years and purge from database.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Stored on the Microsoft server shared drive and will be maintained there for 10 years and then the records will be purged.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1852
Record Location: Physical system location Microsoft file server located in the State of TN Data Center.
File Arrangement: numeric
Media Format Generated: Electronic
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: July 1995 to Current
Annual Accumulation: .05 MB
Current Volume: 5 MB
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 4
Past Year: 4
2 - 5 Years: 4
Over 5 Years: 4
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Microsoft File Server located in the State of TN Data Center
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Microsoft Server Shared Drive
IT-ABC Number:
Hardware Description: Microsoft File Server running in WMWare virtual server environment
Software Description: Microsoft Access
System Location: Microsoft File server located in the state of TN Data Center
Backup Procedures: Nightly incremental back up(Sunday through Thursday)-weekly full back up on Friday night, monthly full back up on the last Friday of the month. Magnetic tape are stored off-site at Iron Mountain back up storage facility.
Disaster Recovery: If the data becomes lost or corrupted, a RFS will be submitted to OIR requesting a data restoration from back up tapes containing lost or corrupted data to its original location on the file server.
Data Migration Description: All Microsoft Office and SQL database products allow for data files to be automatically upgraded to new version of software by opening and choosing to convert files on the first open with the new software versions.
Metadata Description: Microsoft Access accumulating info about grants
Contact Information
Contact Name: Kathy Diane Jenkins
Job Title: Records Officer
Address 1: 312 Rosa L Parks Avenue
Address 2: 23rd Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615/532-1712
Email: kathy.jenkins@tn.gov
Agency: Dept. of Economic and Community Development
Agency Head: Bill Hagerty
Director: Jeff Bolton
Allotment Code: 3300207000
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 12-19-2013 No recommended changes.
Tennessee State Libary and Archives: 02-04-2014 Recommend making Record Series Title more specific as to type of record (e.g. Governor's Grants Database) rather than specifying software name - it could be confused with the Governor's Correspondence database, which is converted to MSAccess before delivery to TSLA.
Comptroller Audit Review: 2014-01-24 We have reviewed RDA 11028 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-06-2014 Agency is in agreement to change the records series title of RDA #11028 to Governor's Grants Database.
RMD Director Recomendations: 02-11-2014 RDA 11028 is a request for a new RDA. The record series is an electronic database which will be stored for ten years on the agency's servers. The agency agrees with TSLA's recommendation to change the Title to Governor's Grants Database. Recommend approval of RDA 11028 with the following change: Records Series Title: Governor's Grants Database
Signed Form Received: 2014-02-10
PRC Meeting Date: 02-20-2014
PRC Comments: Approved with the name change per staff recommendations.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1865 11028 2014-02-20 Approved with Changes
1925 11028 0000-00-00 Pending