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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA Management System
RDA Details
Database ID: 2276
Record Series Title: Real Property Lease Files
Record Series Abstract: Documents relating to the lease space in which various state agencies and departments are housed excluding the lease agreement. Examples: space action request documentation, request for proposals, and other related correspondence/documentation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon Termination or Expiration of Lease including any Amendments/Extensions or Holdovers.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files may be kept in agency for the full five year retention or transferred to the Department of General Services. Department of General Services shall maintain records according to state approved methods detailed under Department of General Services RDAs 11025 Interior Space Planning Project Files and 11059 Lease Files. This RDA does not include the Lease Agreement itself which falls under RDA 11221 and is kept permanently by the Department of General Services.
View Signed Form: View Form
Worksheet ID: 2277
Record Location: Department of General Services
File Arrangement: alpha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1971 - current
Annual Accumulation: Records officer all keep documentation of specific volume.
Current Volume: Records officer shall keep documentation of specific volume.
Record Value: Administrative, Fiscal, Historic, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
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: Files are to be immediately transferred to the Department of General Services where they will be retained permanently.
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: 0
Agency Retention - Years Inactive: 5
Records Center Retention Period: 0
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: TCA 12-2-108(c); TCA 10-7-303(e)
Record Sample: View Sample
Legal Documentation: View Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name.
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Blvd.
Address 2: 8th Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Action Requested: Revision
  Date Comments
Records Management Division (RMD): 07-13-2017 No recommended changes
Tennessee State Library and Archives: 07-18-2017 No recommended changes.
Comptroller Audit Review: 2017-07-13 We have reviewed RDA SW10 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 07-28-2017 Agency Concurs
RMD Director Recommendations: 08-15-2017 RDA SW10 is a request to revise an RDA. The retention period will change from Permanent to five years and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. The reason for the change in retention is that all of the permanent lease documents in the records series are transferred to the Department of General Services and retained under RDA 11221. Recommend approval of request to revise RDA SW10.
Signed Form Received: 2017-08-15
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA SW10.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1801 SW10 2014-12-02 Approved
2276 SW10 2017-09-07 Approved