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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11090
Database ID: 1990
Record Series Title: Alternative Procurement Solicitation (APS) Documents
Record Series Abstract: Documents relating to contracts between Treasury and vendors for the Alternative Procurement Solicitation (APS) process. Records include, but are not limited to: a copy of the final contract, solicitation documents, bid evaluation documents, statements of work, correspondence, and other related documentation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are cut off at termination or expiration of contract.
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off at the termination or expiration of contract and maintained for six years, and then destroyed by state approved methods. Documents are stored electronically and held by the respective division.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1991
Record Location: Andrew Jackson Building; 13th, 14th, and 15th floors
File Arrangement: alpha and numeric
Media Format Generated: Both
Media Format Stored: Electronic: Raster Image
Date Range: 2007 to current
Annual Accumulation: 1 Megabyte electronic
Current Volume: 8 Megabyte electronic
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 1
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: essential record stored electronically in agency and held by the respective division
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation: N/A
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 years
Agency Retention - Years Active: 6 years
Agency Retention - Years Inactive: 0 years
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: Agency Shared Drive Server
IT-ABC Number:
Hardware Description: standard server array
Software Description: Documents are stored in PDF format on agency shared drives.
System Location: System is located in the agency office in the Andrew Jackson Building.
Backup Procedures: Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery: Detailed DR procedures for Treasury's file share are located in the Treasury Recovery Planner.
Data Migration Description: Detailed plans for migrating Treasury's records are on file with the Treasury IT division.
Metadata Description: file name, file type, author, date created
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: Andrew Jackson Building, 14th floor
Address 2: 502 Deaderick St.
City: Nashville
Zip: 37243
Phone: (615) 253-8757
Email: janice.patton@tn.gov
Agency: Dept. of Treasury
Agency Head: David H. Lillard, Jr.
Director: Mary Griffin
Allotment Code: 309
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-26-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 11090 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 Agency concurs.
RMD Director Recomendations: 03-04-2015 RDA 11090 is a request for a new RDA. The retention period will be six years and destroy. The format will be electronic. Recommend approval of RDA 11090.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1990 11090 2015-03-30 Approved