Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11114
Database ID: 2384
Record Series Title: Bonds and Debt Records for debt issued & authorized by the State Funding Board (SFB), Tennessee State School Bond Authority (TSSBA), and Tennessee Local Development Authority (TLDA)
Record Series Abstract: Tax-Exempt bond transcripts, accounting records, supporting documents, and other related records related to the issuance of State debt, and debt of other state programs.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Fiscal year end of final maturity of the Debt
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Hard copy of records to be maintained in agency for one fiscal year with the exception of the original Bond Transcript, which shall be held in agency until final maturity date. Records shall be electronically scanned and verified for completeness and accuracy and stored. Hard copies stored as back-up in Record Retention center until end of retention period. End action is to destroy documentation by State approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2384
Record Location: Cordell Hull Building, Office of State and Local Finance/COT, 4th Floor 425 Fifth Ave North, Nashville, Tennessee 37243-3400
File Arrangement: By Board and by Date
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1979-Current
Annual Accumulation: 3 Cu.Ft. (paper), 2 GB (Electronic)
Current Volume: 120 Cu. Ft. (paper), 5.5 GB (Electronic)
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 3
Past Year: 24
2 - 5 Years: 18
Over 5 Years: 12
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Agencies, i.e. Internal Revenue Service, Securities Exchange Commission, Municipal Securities Rulemaking Board, investment entities, open records to TN residents
Essential Record: Yes - Original
Essential Record Stored: Cordell Hull Building, Office of State and Local Finance/COT, 4th Floor 425 Fifth Ave North, Nashville, TN 37243-3400
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 years
Agency Retention - Years Active:
Agency Retention - Years Inactive: 6 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: IRS Code section 6001
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 the 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: Department of Comptroller Maintained and Supported
Metadata Description: Each document has an associate 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 11114 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 11114 is a request to revise an RDA. The retention period will remain six years and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11114.
Signed Form Received: 2018-03-28
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 11114.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2047 11114 2015-06-23 Approved
2384 11114 2018-04-25 Approved