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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11134
Database ID: 2379
Record Series Title: State Revolving Fund (SRF): Drinking water / Clean water revolving fund contract and accounting records
Record Series Abstract: Provides documentation of loans and grants for drinking water / clean water projects. Contracts and accounting records for disbursements and receipts.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 40 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After cut off, records will be electronically scanned and verified for completeness and accuracy. Hard copies transferred to State Records Center for remaining 39 years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2380
Record Location: Cordell Hull Building, Office of State and Local Finance / COT, 4th Floor 425 Fifth Ave North, Nashville, TN 37243-3400
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1987-current
Annual Accumulation: 3 cu. ft. , 1 GB
Current Volume: 50 cu. ft. , 17 GB
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 24
Past Year: 24
2 - 5 Years: 24
Over 5 Years: 24
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Fed-Environmental Protection Agency, TN Residents - open records, Local Gov't Borrower's Audit Firms
Essential Record: Yes - Original
Essential Record Stored: Cordell Hull
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 1 year
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 39 years electronically
Records Center Retention Period: 39 years
Final Disposition after Retention Expires: Destroy
Legal Citation: CFR Title 40
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ECM (Electronic Content Manager), Filenet/OpenText / Windows Server 2012
IT-ABC Number:
Hardware Description: WINDOWS SERVER 2012
Software Description: FileNet/OpenText Content Server 16.2.1
System Location: Department of Comptroller
Backup Procedures: Standard, File Level back-up services. Full backups completed weekly with daily incremental backups.
Disaster Recovery: Department of Comptroller Maintained and Supported
Data Migration Description: OIR MAINTAINED AND SUPPORTED
Metadata Description: Each document has an associated object name and document class indexes.
Contact Information
Contact Name: Shelly Eisman
Job Title: Project Management Assistant
Address 1: 425 5th Ave N, 4th Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-401-7759
Email: shelly.eisman@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Sandra Thompson
Allotment Code: 30707
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-22-2018 No recommended changes.
Tennessee State Libary and Archives: 03-26-2018 No recommended changes.
Comptroller Audit Review: 2018-03-22 We have reviewed RDA 11134 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-26-2018 No changes.
RMD Director Recomendations: 03-29-2018 RDA 11134 is a request to revise an RDA. The retention period will remain six years and destroy. The format will remain paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 11134.
Signed Form Received: 2018-03-28
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 11134.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2061 11134 2015-10-13 Approved
2379 11134 2018-04-25 Approved