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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW15
Database ID: 2376
Record Series Title: Annual Report Working Papers
Record Series Abstract: Working Paper documents relating to the annual reports prepared by all agencies. Examples include: budget reports, emergency management reports, etc.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon Publication of Annual Report
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Working Paper documents relating to the annual reports may be maintained in either paper or electronic format. Retain for five years in agency and then destroy by state approved method. FORMER RDA: S718
View Signed Form: View Form
Worksheet
Worksheet ID: 2377
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1/1981 - current
Annual Accumulation: Agency records officer shall keep documentation of specific volume.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative, 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: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Working Papers for Annual Reports
Essential Record Media Type: Electronic
Confidential: Yes
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: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 4-4-114
Record Sample: No Sample
Legal Documentation: No 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 Office for Information Resources (OIR).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Agency shall use File Types and Formats that are considered High Confidence by OIR.
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 Office for Information Resources (OIR). 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 Office for Information Resources (OIR). 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
Email: records.management@tn.gov
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-22-2018 No recommended changes.
Tennessee State Library and Archives: 03-26-2018 No recommended changes.
Comptroller Audit Review: 2018-03-22 We have reviewed RDA SW15 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-26-2018 Agency concurs, thank you
RMD Director Recommendations: 04-06-2018 RDA SW15 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA SW15.
Signed Form Received: 2018-04-05
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA SW15.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1806 SW15 2014-05-27 Approved with Changes
2376 SW15 2018-04-25 Approved