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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11083
Database ID: 1917
Record Series Title: Airport Improvement Grant Files
Record Series Abstract: Records related to the grant payment process including invoices, correspondence, itemized cost lists, applications, contracts, asset documentation, monitoring documentations, evaluations, photographs, reports, close out documents, and photo copies of checks.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are to be cut off upon closure of grant and submission of final expenditure report.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After cutoff, maintain in agency for 3 years; then transfer to state records center for 7 years due to possible future Legal action: then destroy by State approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1989
Record Location: TDOT Aeronautics Division 607 Hangar Lane, Bldg. 4219 Nashville TN,37217
File Arrangement: Numeric by project number
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2008 to current
Annual Accumulation: 8 cu ft.
Current Volume: 86 cu ft.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 5
2 - 5 Years: 4
Over 5 Years: 2
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Aviation Administration
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 3 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 7 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: Brian Fedders
Job Title: Records Coordinator
Address 1: 607 Hangar Lane
Address 2:
City: Nashville
Zip: 37217
Phone: 615-741-1785
Email: Brian.fedders@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Michelle Frazier
Allotment Code: 40100
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-15-2015 No recommended changes.
Tennessee State Libary and Archives: 01-15-2015 No recommended changes.
Comptroller Audit Review: 2015-01-15 We have reviewed RDA 11083 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 01-16-2015 No recommended changes.
RMD Director Recomendations: 02-12-2015 RDA 11083 is a request for a new RDA. The retention period will be ten years after cut off and then destroyed. The format will be paper. Recommend approval of RDA 11083.
Signed Form Received: 2015-01-21
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1917 11083 2015-03-30 Approved
2596 11083 0000-00-00 Pending