Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3081
Database ID: 1941
Record Series Title: ECD BUDGET FILES
Record Series Abstract: FILES INCLUDE HARD COPY WORK PROGRAMS FOR THE DEPARTMENT, BUDGET ADJUSTMENTS, PUBLISHED BUDGET DOCUMENTS, VITAL TRACKING AND PROGRAM DATA ANAYLIS FILES. Dept. budget trends usually correlate to administration objectives benchmarked by terms. By keeping actual budget files for the 2 previous terms, budget officers have the ability to analyze trends for planning and to reference how departmental funds were allocated and then spent. After the end of the any particular term, the documents from the term before the previous term can be destroyed.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Governor\'s Term
Total Retention: 12 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are to be cut off at the end of the Governor's Term, kept in agency for 12 years and then destroy by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1917
Record Location: 312 Rosa Parks Ave , 27th Floor, TN Tower, Nashville,TN 37243
File Arrangement: Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2003 - Current
Annual Accumulation: 1 cu. ft. paper, 190 mb electronically
Current Volume: 6 cu. ft. paper, 8.19 gb electronically
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 28
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 2
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 312 Rosa L Parks Avenue, 26th Floor, TN Tower, Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 12 years
Agency Retention - Years Active: 4
Agency Retention - Years Inactive: 8
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
Software Description: Microsoft Word, Excel, Adobe pdf, and Text
System Location: Microsoft windows active directory file server
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 store 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, .xls, .txt, .doc
Contact Information
Contact Name: Kathy Diane Jenkins
Job Title: Records Officer
Address 1: 312 Rosa L Parks Avenue, 23rd Floor, TN Tower
Address 2:
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: Jessica Johnson
Allotment Code: 33001
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 05-15-2014 No recommended changes.
Tennessee State Libary and Archives: 06-20-2014 No recommended changes.
Comptroller Audit Review: 2014-07-10 We have reviewed RDA 3081 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 07-10-2014 Agency agrees
RMD Director Recomendations: 08-12-2014 RDA 3081 is a request to revise an RDA. The retention period will remain twelve years. The format will change to paper/electronic. The Abstract has been updated. Recommend approval of RDA 3081.
Signed Form Received: 2014-07-15
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 3081
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1271 3081 2013-08-05 Approved
1941 3081 2014-09-10 Approved