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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11117
Database ID: 2049
Record Series Title: Local Government Audit Working Papers
Record Series Abstract: Documentation created to support findings, conclusions/results, recommendations, and reports, produced by financial and information system auditors within the Division of Local Government Audit. This may include but is not limited to: documentary evidence such as contracts, checks, and invoices; analytical evidence such as data comparisons and analyses of account balances; testimonial evidence such as interviews, surveys, and questionnaires; and physical evidence such as inventory counts.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Electronic records will be maintained on agency server for five years. All records will then be destroyed by state approved methods. If working papers are being used in a court proceeding, working papers will be kept until all appeals have been exhausted.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2052
Record Location: Cordell Hull Building - 3rd Floor
File Arrangement: Alpha
Media Format Generated: Electronic
Media Format Stored: Electronic: Spreadsheet/Database
Date Range: 2006-current
Annual Accumulation: 15 GB
Current Volume: 100 GB
Record Value: Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Original electronic records are stored on agency servers.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 10-7-504 TCA
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 4 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 10-7-504 TCA
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: agency network server
IT-ABC Number:
Hardware Description: stored on file servers with appropriate folders
Software Description: word, excel, pdf, documents
System Location: Cordell Hull Building
Backup Procedures: Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR Site.
Disaster Recovery: The recovery goal for File Storage Servers - 8 hours.
Data Migration Description: Data stored on File Servers with appropriate document extension.
Metadata Description: Each document has associate metadata fields captured (property size, related dates, related people)
Contact Information
Contact Name: Rachelle Cabading
Job Title: Administrative Audit Manager
Address 1: 425 5th Ave N, 3rd floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-401-7953
Email: Rachelle.Cabading@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Jim Arnette
Allotment Code: 307.05
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-11-2015 No recommended changes.
Tennessee State Libary and Archives: 06-11-2015 No recommended changes.
Comptroller Audit Review: 2015-06-11 We have reviewed RDA 11117 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-17-2015 no changes
RMD Director Recomendations: 09-15-2015 RDA 11117 is a request for a new RDA. The cut off is each Fiscal Year and the retention period will be for five years and destroy. The format will be electronic. Recommend approval of RDA 11117.
Signed Form Received: 2015-08-07
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 11117.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2049 11117 2015-10-13 Approved