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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11031
Database ID: 1870
Record Series Title: Title VI Implementation Plans and Compliance Reviews
Record Series Abstract: Documents related to state agencies, departments, and commissions efforts to comply with state and federal non-discrimination requirements as it pertains to Title VI of the Civil Rights Act of 1964. Includes: Title VI Applications, Policy Complaint forms, Implementation Guideline, Correspondence, Letters, Memos, Collected Data from State Agencies, etc
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Once the review period is complete and review is closed.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Once the Title VI case closed and any necessary audits from the Comptroller's Office has been completed, the Implementation Plans can be closed and maintain in the agency for one (1) year. Then the records can be transferred to the State Records Center for four (4) years. Afterwards, they can be destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1855
Record Location: TN Tower 23rd Floor Nashville TN
File Arrangement: alpha
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 01/2009 to Current
Annual Accumulation: 40 cubic feet
Current Volume: 160 cubic feet
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 35
Past Year: 25
2 - 5 Years: 15
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 0
Records Center Retention Period: Transfer to the State Records Center four (4) years
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. 4-21-203
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: Sabrina Hooper
Job Title: Deputy Director
Address 1: TN Tower, 23rd Floor
Address 2: 312 Rosa L. Parks Avenue
City: Nashville
Zip: 37243
Phone: 615-532-4882
Email: sabrina.hooper@tn.gov
Agency: TN Human Rights Commission
Agency Head: Beverly L. Watts
Director:
Allotment Code: 31604
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-22-2013 File Cut Off Explanation, Disposition Notes, and Audit Requirements are inconsistent. Lacking in legal documentation.
Tennessee State Libary and Archives: 08-27-2013 TSLA concurs with RMD comments.
Comptroller Audit Review: 2013-09-10 We have reviewed RDA 11031 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-01-2013 Agency response for RDA 11031 (ID # 1870) Record Series Title: Title VI Implementation Plans and Compliance Review Report Record Series Abstract: Documents related to state agencies, departments, and commissions efforts to comply with state and federal non-discrimination requirements as it pertains to Title VI of the Civil Rights Act of 1964. Cut off at the end of: Other If other, explain: Once the review period is complete and review is closed Disposition Notes: Plans are maintain in agency office for one (1) year and then transferred to State Records Center for four (4) years. Once the Title VI Implementation Plan and Compliance Reviews are closed and any necessary audits from the Comptroller’s Office have been completed, they can be destroyed. Agency response to Worksheet 1855 for RDA 11031 Audit Requirement: State Comptroller Agency Retention: Five (5) years Legal Citation: T.C.A 4-21-203 Legal Documentation: Enclosed are the rules for the Title VI Compliance Program Agency response Contact information for RDA 11031 Contact Name: Sabrina Hooper Job Title: Deputy Director Email: Sabrina.hooper@tn.gov
RMD Director Recomendations: 11-02-2013 RDA 11031 is a request for a new RDA. Recommend approval with the following changes: Record Series Abstract: Documents related to state agencies, departments, and commissions efforts to comply with state and federal non-discrimination requirements as it pertains to Title VI of the Civil Rights Act of 1964. Includes: Title VI Applications, Policy Complaint forms, Implementation Guideline, Correspondence, Letters, Memos, Collected Data from State Agencies, etc Cut off at the end of: Other, Once the review period is complete and review is closed. Disposition Notes: Once the Title VI Implementation Plan and Compliance Reviews are closed, plans are to be maintained in agency office for one (1) year and then transferred to State Records Center for four (4) years. At the end of the retention period the records are to be destroyed. Audit Requirement: State Agency Retention: Five (5) years Legal Citation: T.C.A 4-21-203 Will upload legal citation for agency and update agency contact information provided.
Signed Form Received: 2013-11-04
PRC Meeting Date: 11-20-2013
PRC Comments: Approved with the following changes: Record Series Abstract: Documents related to state agencies, departments, and commissions efforts to comply with state and federal non-discrimination requirements as it pertains to Title VI of the Civil Rights Act of 1964. Includes: Title VI Applications, Policy Complaint forms, Implementation Guideline, Correspondence, Letters, Memos, Collected Data from State Agencies, etc Cut off at the end of: Other, Once the review period is complete and review is closed. Disposition Notes: Once the Title VI Implementation Plan and Compliance Reviews are closed, plans are to be maintained in agency office for one (1) year and then transferred to State Records Center for four (4) years. At the end of the retention period the records are to be destroyed. Audit Requirement: State Agency Retention: Five (5) years Legal Citation: T.C.A 4-21-203
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1870 11031 2013-11-20 Approved with Changes