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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11057
Database ID: 1936
Record Series Title: Title VI Compliance Records
Record Series Abstract: Record related to Title VI Compliance program including applications assessments status reports and Title VI assurance form.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon verification of receipt of final payment.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The files are to be cut off after verification of final payment receipt, then maintain in agency five (5) years, then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1911
Record Location: James K Polk Bldg - Sutie 1800
File Arrangement: Alphabetic
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2009 to present
Annual Accumulation: 12 cu ft
Current Volume: 50 cu ft
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 35
Past Year: 20
2 - 5 Years: 5
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Highway Adminastration, Federal Transit Authority, Federal Aviation Adminastration and Human Rights Commission.
Essential Record: Yes - Original
Essential Record Stored: James K Polk Bldg Sutie 1800
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: 5
Agency Retention - Years Inactive: N/A
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
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: Cheryl Harleston
Job Title: Records Coordinator
Address 1: 505 Deaderick St
Address 2: James K Polk Blgd Suite 1800
City: Nashville
Zip: 37243
Phone: 615-253-1070
Email: Cheryl.Harleston@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Vince Malone
Allotment Code: 401.05
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-15-2014 No recommended changes.
Tennessee State Libary and Archives: 06-05-2014 No recommended changes.
Comptroller Audit Review: 2014-06-11 We have reviewed RDA 11057 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 06-11-2014 Agency agrees and has no recommended changes.
RMD Director Recomendations: 08-12-2014 RDA 11057 is a request for a new RDA. The records series will be kept for five years in electronic format.Recommend approval of RDA 11057 with the following changes: Total Retention: 5 years Disposition Notes: The files are to be cut off after verification of final payment receipt, then maintain in agency five (5) years, then destroy. Agency Retention: 5 years
Signed Form Received: 2014-06-13
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 11057 with the following changes: Total Retention: 5 years Disposition Notes: The files are to be cut off after verification of final payment receipt, then maintain in agency five (5) years, then destroy. Agency Retention: 5 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1936 11057 2014-09-10 Approved with Changes
2601 11057 0000-00-00 Pending