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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2837
Database ID: 1928
Record Series Title: BUILDING FINANCE COMMITTEE CERTIFICATES FILE
Record Series Abstract: SERIES INCLUDES APPLICATIONS, CORRESPONDENCE, MEETING DOCUMENTS AND CERTIFICATES ISSUED. CERTIFICATES OF PUBLIC PURPOSE AND NECESSITY ARE LEGAL DOCUMENTS INVOLVED IN GENERAL OBLIGATIONS BOND ISSUES AND CAPITAL OUTLAY NOTE ISSUES FOR INDUSTRIAL LAND AND BUILDING PROJECTS. THE G.O. BONDS SOMETIMES RUN TO THIRTY YEARS.
Record Series Active: No
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 30 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be cut off at the end of the calendar year, then kept in agency for 30 years then destroy by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1904
Record Location: Tennessee Tower, 1st Floor Nashville, TN
File Arrangement: other - chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1984 - current
Annual Accumulation: 0.8 cu. ft. paper and .112305 gigs electronically
Current Volume: 5.3 cu. ft. paper and .333984 Gigs electronically
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 6
Past Year: 3
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 1st Floor, TN Tower Nashville, TN
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 30 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
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: Microsoft Windows Server Active Directory File Share Structure. Server AG0319006wf524
Software Description: Microsoft Word, Microsoft Excel, Adobe pdf, jpg, and text files
System Location: Microsoft Windows Active Directory File 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: 342MB, .doc, .docx, .pdf, .html, .msg, .txt, .jpg, and .xls
Contact Information
Contact Name: Kathy Diane Jenkins
Job Title: Records Officer
Address 1: 312 Rosa L Parks Avenue
Address 2: 23rd Floor, Tennessee Tower
City: Nashville
Zip: TN
Phone: 615/532-1712
Email: kathy.jenkins@tn.gov
Agency: Dept. of Economic and Community Development
Agency Head: Bill Hagerty
Director: David Goodman
Allotment Code: 33001
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 04-17-2014 No recommended changes.
Tennessee State Libary and Archives: 05-12-2014 No recommended changes.
Comptroller Audit Review: 2014-06-05 We have reviewed RDA 2837 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-18-2014 Agency agrees
RMD Director Recomendations: 08-05-2014 RDA 2837 is a request for a revision. The RDA will retention will remain 30 years and the format will be paper and electronic. The agency has informed me, as of June 30, 2014 the Building Finance Committee no longer exists or meets. The records still need to be maintained for the remainder of the retention period. Recommend approval of RDA 2837 with the following change: Record Series Active: No
Signed Form Received: 2014-07-09
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 2837 with the following changes: Record Series Active: No
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1048 2837 2013-10-04 Approved
1928 2837 2014-09-10 Approved with Changes
2033 2837 2015-06-23 Approved