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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11141
Database ID: 2063
Record Series Title: Department of Audit Training
Record Series Abstract: Documentation created to support the training courses sponsored by the department. Documentation for each in-house course may include but is not limited to an agenda or outline of the presentation or course, justification for credits awarded, attendance rosters, attendee evaluations, and a copy of each handout. The Tennessee State Board of Accountancy and Government Auditing Standards require the department to maintain training information such as class rosters, evaluations, and agendas for five years.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper and electronic records will be maintained in the agency for five years then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2067
Record Location: Cordell Hull Building - 3rd Floor
File Arrangement: Alpha, Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1996-current
Annual Accumulation: 5 cu. ft. , 1 GB
Current Volume: 25 cu. ft. , 2 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: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Original records are stored in both paper & electronic. Electronic records are stored on agency servers and paper records are stored in agency.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: agency network server (IG04WF32)
IT-ABC Number:
Hardware Description: shared folder (CIFS) on our EMC VNX (like a SAN / NAS)
Software Description: stored on file servers with appropriate folders
System Location: Cordell Hull Building
Backup Procedures: Backup procedures include nighty 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) Word, Excel, PDF, documents.
Contact Information
Contact Name: Michele Walter
Job Title: Administrative Services Assistant 3
Address 1: 425 5th Ave N, 3rd floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-747-5278
Email: michele.walter@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Deborah Loveless
Allotment Code: 30704
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-10-2015 No recommended changes.
Tennessee State Libary and Archives: 09-16-2015 No recommended changes.
Comptroller Audit Review: 2015-09-11 We have reviewed RDA 11141 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-16-2015 no changes
RMD Director Recomendations: 09-22-2015 RDA 11141 is a request for a new RDA. the retention period will be five years and destroy. The format will be paper/electronic. Recommend request for new RDA 11141 be approved.
Signed Form Received: 2015-09-21
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 11141.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2063 11141 2015-10-13 Approved