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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11179
Database ID: 2157
Record Series Title: School Climate Grant Records
Record Series Abstract: The office of School Climate falls under the divisions for Conditions for Learning. The office handled issues related to the school environment of children and staff well-being and safety. The records include but not limited to memorandum of understandings (MOU), contracts, scope of services, and financial information. As this grant has ended; the only foreseeable need to archive the records is a possible federal or state audit if warranted within the five-year record keeping.
Record Series Active: No
Cut Off at End of: Other
If Other, Explain: end of grant
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are being stored for the purpose of a state or federal audit if needed. The records will be stored at the Richards and Richards facility. I am requesting the records be stored for no longer than 5 years and then destroyed. The office of School Climate falls under the divisions for Conditions for Learning. The office handled issues related to the school environment of children and staff well-being and safety. The records include MOUs, contracts, scope of services, and financial information. The information is not shared outside of Education. As this grant has ended; the only foreseeable need to archive the records is a possible federal or state audit if warranted within the five-year record keeping.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2158
Record Location: Richards & Richards
File Arrangement: Alpha, by school system.
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: August 2012 - January 2016
Annual Accumulation: none
Current Volume: 3 boxes
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: United State Department of Education
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 5 Years
Final Disposition after Retention Expires: Destroy
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: Rasheeda A. Washington
Job Title: Executive Director of Operations and Facilities
Address 1: 710 James Robertson Parkway
Address 2: Andrew Johnson Tower, 10th Floor
City: Nashville
Zip: 37243
Phone: 615-532-9477
Email: Rasheeda.Washington@tn.gov
Agency: Dept. of Education/Coordinated School Health
Agency Head: Dr. Candice McQueen
Director: Kimberly Daubenspeck
Allotment Code: 331.0901000/ED881
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-14-2016 No recommended changes.
Tennessee State Libary and Archives: 07-28-2016 No recommended changes.
Comptroller Audit Review: 2016-07-15 We have reviewed RDA ID2157 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-08-2016 Education agrees with no recommended changes.
RMD Director Recomendations: 08-11-2016 RDA 11179 is a request for a new RDA. The retention period will be five years and the format will be paper. Recommend approval of request to create RDA 11179.
Signed Form Received: 2016-08-10
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 11179.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2157 11179 2016-11-03 Approved