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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3029
Database ID: 1918
Record Series Title: FILM & TELEVISION INCENTIVE DOCUMENTS
Record Series Abstract: RECORDS MAY INCLUDE BUDGET, CONTRACT, SCRIPT, LIST OF CREATIVE ELEMENTS, SYNOPSIS, PROOF OF INSURANCE, DISTRIBUTION PLANS, CREW & VENDOR LISTS, PAYROLL REPORT, BUSINESS ENTITY DOCUMENTS AND CERTIFICATE CONDITION OF ELIGIBILITY.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: ALL INCENTIVES ARE PAID
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are to be kept in paper or electronic format in agency for ten (10) years. Records may be transferred to State Records Center for storage as needed. When retention period has expired the records are to be destroyed by State approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1894
Record Location: TN TOWER 26TH FLR 312 ROSA L.PARKS Avenue NASHVILLE,TN
File Arrangement: ALPHA
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 5/2007-CURRENT
Annual Accumulation: 2 CU. FT of paper and 849 mb electronically per year
Current Volume: 10 CU. FT. paper and 8.64 gb electronically
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 50
Past Year: 10
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: TN TOWER 26TH FLR 312 ROSA L.PARKS Avenue NASHVILLE,TN
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 YEARS
Agency Retention - Years Active: 10
Agency Retention - Years Inactive:
Records Center Retention Period: 0 YEARS
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 Active Directory file Share Structure
IT-ABC Number:
Hardware Description: Server Name AG0319006wf524, Microsoft Windows Server Active Directory File Share Structure
Software Description: Microsoft Word, Excel, PowerPoint, and Adobe pdf docs, jpg photos and SQL database tables
System Location: Microsoft SQL Application Server located at the State of TN Data Center
Backup Procedures: Nightly incremental back up, weekly full back up on Friday night, monthly full back up on last Friday of the month. Magnetic tape and the tapes are stored off-site at Iron Mountain back up storage facility.
Disaster Recovery: If data becomes lost or corrupted, a RFS will be submitted to OIR requesting a data restoration from the backup tapes containing the 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: .pdf, .doc, .jpg
Contact Information
Contact Name: Kathy Diane Jenkins
Job Title: Records Officer
Address 1: 312 Rosa L Parks Avenue,
Address 2: William Snodgrass Building
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: Bob Raines
Allotment Code: 33002
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-27-2014 Electronic inventory section does not provide enough information on server hardware, and information on virtual server software including type and version. 5/13/14: Received additional information on server hardware.
Tennessee State Libary and Archives: 05-12-2014 TSLA concurs with RMD comment.
Comptroller Audit Review: 2014-04-25 We have reviewed RDA 3029 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-13-2014 Agency agrees.
RMD Director Recomendations: 05-16-2014 RDA 3029 is a request for a revision. The agency is adding the electronic format to the RDA. The retention period is unchanged. Recommend approval of RDA 3029.
Signed Form Received: 2014-05-15
PRC Meeting Date: 05-27-2014
PRC Comments:
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1223 3029 2013-11-20 Approved with Changes
1918 3029 2014-05-27 Approved