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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3041
Database ID: 1922
Record Series Title: Community Development Block Grant Program Files
Record Series Abstract: Grant applications, environmental review records, plans and specifications, contract documents, correspondence, compliance and monitoring documents, City/County financial information, requests for payment, legal documents, close-out documents, and photos.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When grant is closed. Records must be kept until all grantees for the specific grant year have closed out by HUD.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are to be kept in agency for five years. Records may be transferred to State Records Center for storage as needed. Records in electronic format will be kept on a server with OIR. When retention period has expired the records are to be destroyed by State approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1898
Record Location: Tn Tower 26th Floor Nashville, Tn 37243 Electronic Records on Server with OIR
File Arrangement: other
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1983 - current
Annual Accumulation: 25 cu. ft. paper and 10 gb electronically
Current Volume: 330 cu. ft. paper and 72.21 gb electronically
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 480
Past Year: 480
2 - 5 Years: 480
Over 5 Years: 20
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: US Dept. of Housing and Urban Development
Essential Record: TRUE
Essential Record Stored: Economic & Community Development offices Tn Tower 26th Floor Nashville, Tn 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 3-5 years depending on the length of the grant
Agency Retention - Years Inactive: 5 years
Records Center Retention Period: 5 years
Final Disposition after Retention Expires: Destroy
Legal Citation: CFR24 Ch. V Part 570.490
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Microsoft Office Share Data Files for CDBG
IT-ABC Number:
Hardware Description: Microsoft Windows File Server with OIR
Software Description: Microsoft word, Excel, PowerPoint, and Adobe pdf documents, jpg photos, and files
System Location: Microsoft file server located at the state of TN data center
Backup Procedures: Nightly incremental back up, weekly full back up on Friday night, monthly 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 all 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: 69 GB, .doc, .xls, .ppt, .jpg, .pdf
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: Brooxie Carlton
Allotment Code: 33004
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-27-2014 No recommended changes.
Tennessee State Libary and Archives: 05-12-2014 No recommended changes.
Comptroller Audit Review: 2014-04-30 We have reviewed RDA 3041 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-12-2014 Agency agrees.
RMD Director Recomendations: 05-16-2014 RDA 3041 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 3041.
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
1232 3041 2013-11-20 Approved with Changes
1922 3041 2014-05-27 Approved