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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11076
Database ID: 1978
Record Series Title: Architectural drawings and administrative documents.
Record Series Abstract: Schematic; design; construction and close-out documents. Drawings, design manuals and associated administrative files.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: End of construction
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Records are stored in agency until completion of project, unless superseded by another version of the document or if the record is no longer under the ownership of the state. Each phase of construction is kept until that phase is completed and replaced with the next stage, at which point the earlier version is destroyed. After the cutoff, at the end of construction, all documents are replaced with close-out documents that must be kept permanently. Paper and Mylar close-out documents will be stored in agency for five years, and then transferred to the state records center for permanent storage. Duplicate copies on CD/DVD will be stored in agency for administrative use. Duplicate copies are also owned by DGS and stored electronically and permanently on microfilm.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1979
Record Location: 9th Floor, Andrew Johnson Tower. Storage Room.
File Arrangement: By School, i.e. TSB, TSD, etc.and by date.
Media Format Generated: Paper
Media Format Stored: Paper: Oversized (map or blueprint)
Date Range: 1950 to current
Annual Accumulation: 6 cu ft.
Current Volume: 15 cu ft.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Education, 9th Floor Storage Room; Richards and Richards
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years after cutoff
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period: Permanent
Final Disposition after Retention Expires:
Legal Citation:
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: Deborah Boshears-Gunter
Job Title: Executive Director of Operations & Facilities
Address 1: 710 James Robertson Parkway
Address 2: 9th Floor, Andrew Johnson Tower
City: Nashville
Zip: 37043
Phone: 615-532-1681
Email: Deborah.Gunter@tn.gov
Agency: Dept. of Education
Agency Head: Kevin Huffman
Director: Mike Herrmann
Allotment Code: 331.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 11-06-2014 No recommended changes.
Tennessee State Libary and Archives: 11-06-2014 No recommended changes.
Comptroller Audit Review: 2014-11-10 We have reviewed RDA 11076 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-19-2014 No changes needed
RMD Director Recomendations: 01-06-2015 RDA 11076 is a request for a new RDA. The records series will be retained permanently at the state records center. Records series is kept for potential reference in case of new construction as well as for legal reasons. Recommend approval of RDA 11076.
Signed Form Received: 2014-11-19
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1978 11076 2015-03-30 Approved