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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1582
Database ID: 2103
Record Series Title: DRINKING WATER/CLEAN WATER Revolving Fund Loan Documents
Record Series Abstract: Provides documentation of loans and grants for drinking water/clean water projects. Application, contracts, fiscal, planning design, construction, operational documents correspondence, A/E letters (contracts, user charge system, audited financial statements,), project Performance Certification (CN-0952), Checklist for Sewer Use Ordinances (CN-0953),and Deleted forms: Request for Disbursement (CN-0870), State Revolving Fund Authority (CN-0955), State Revolving Loan Construction Payment Checklist (CN-0956), Site Certification (CN-0958), and State Revolving Fund Loan Budget/Re-budget (CN-1103).
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Completion of loan pay off
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The Files are to be cut of at the completion of loan pay off. Paper records will be converted into electronic, paper will be destroyed upon verification of electronic record. The records will be maintained in agency for 5 years then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2105
Record Location: 312 Rosa l. Parks Ave., TN Tower 12th floor
File Arrangement: Alphabetical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2002 to current
Annual Accumulation: 5.5 cubic feet, will begin electronic storage March 2016
Current Volume: 60, will begin electronic storage March 2016
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 24
Past Year: 10
2 - 5 Years: 10
Over 5 Years: 10
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: Environmental Protection Agency
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 40 CFR 31.42
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IBM FileNet Content Manager
IT-ABC Number:
Hardware Description: v 5.2.0.3 Build dap520.003.004.015 Application Server WAS 8.5.5.4
Software Description: OS Windows Server 2012 R2
System Location: 901 5th Ave. N., Nashville TN 37243
Backup Procedures: OIR SQL Server 2012
Disaster Recovery: OIR follows industry standard disaster recovery procedures. Full procedures are available with the Office of Information Resources.
Data Migration Description: OIR maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
Metadata Description: System and custom (user defined) Division Unique ID Number. Document Type. RDA number.
Contact Information
Contact Name: Shonquita Parrish
Job Title: TDEC Records Officer
Address 1: 10th floor, TN Tower
Address 2: 312 Rosa L. Parks Ave
City: Nashville
Zip: 327243
Phone: 615-741-8894
Email: Shonquita.M.Parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau
Director: Tisha Calabrese
Allotment Code: 327.33
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-17-2016 No recommended changes Update: Added Legal Documentation per agency request.
Tennessee State Libary and Archives: 03-17-2016 No recommended changes.
Comptroller Audit Review: 2016-03-21 We have reviewed RDA 1582 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-24-2016 Thank you
RMD Director Recomendations: 05-16-2016 RDA 1582 is a request to revise an RDA. The retention period will change from twenty years to five years. The format will change from Paper to Paper/Electronic. Recommend approval of request to revise RDA 1582.
Signed Form Received: 2016-05-16
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 1582.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
308 1582 2013-10-04 Approved with Changes
2103 1582 2016-06-22 Approved
2217 1582 0000-00-00 Pending
2225 1582 2017-03-28 Approved