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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11002
Database ID: 1874
Record Series Title: Education Grant Monitoring Documents
Record Series Abstract: Documents related to grants maintained by the TDOE, including but not limited to, moitoring reports, discretionary grants, invoices, etc.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are to be cut off at the end of the complete grant awards year (programmatic & financial); maintain in the agency three years and then destroy.
Total Retention: 3 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are to be cut off at the end of the complete grant awards year (programmatic & financial); maintain in the agency 1 year, then send to SRC and hold for 2 years and then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1859
Record Location: 710 James Robertson Parkway
File Arrangement: other: Fiscal/Grant Year
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 04/10/2008 - current
Annual Accumulation: 20 cu. ft
Current Volume: 280 cu. ft.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 240
Past Year: 165
2 - 5 Years: 110
Over 5 Years: 85
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Department of Education
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 3 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive:
Records Center Retention Period: 2 years
Final Disposition after Retention Expires: Destroy
Legal Citation: 34 CFR 80.42
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: Records Officer
Address 1: 710 James Robertson Pwky
Address 2:
City: Nashville
Zip: 37243
Phone: 532-1681
Email: nell.polk@tn.gov
Agency: Dept. of Education
Agency Head: Patrick Smith
Director:
Allotment Code: 331.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-13-2013 Approved prior to RDA web application implementation.
Tennessee State Libary and Archives: 03-13-2013 Approved prior to RDA web application implementation.
Comptroller Audit Review: 2013-03-13 Approved prior to RDA web application implementation.
Agency: 03-13-2013 Approved prior to RDA web application implementation.
RMD Director Recomendations: 03-13-2013 Approved prior to RDA web application implementation.
Signed Form Received: 2013-03-13
PRC Meeting Date: 03-13-2013
PRC Comments:
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1874 11002 2013-03-13 Approved