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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 472
Database ID: 2461
Record Series Title: List of Presidential Electors
Record Series Abstract: List of electors for President and Vice President of the United States of America
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After Certification of Presidential Election
Total Retention: 9 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated and stored in paper. Files are maintained in agency for nine years, then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2464
Record Location: Department of State Division of Elections 7th Floor WR Snodgrass Tower Nashville, TN
File Arrangement: Chronologically, by election
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2000 - current
Annual Accumulation: .5
Current Volume: 1
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 2
2 - 5 Years: 5
Over 5 Years: 5
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Congress
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: 9 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
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: Amy Gregory
Job Title: Executive Assistant
Address 1: 312 Rosa. L. Parks Ave
Address 2: 7th Floor
City: Nashville
Zip: 37243
Phone: 615-741-7956
Email: Amy.Gregory@tn.gov
Agency: Secretary of State
Agency Head: Secretary Tre Hargett
Director: Mark Goins
Allotment Code: 30502
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 472 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-05-2018 No recommended changes.
RMD Director Recomendations: 10-12-2018 RDA 472 is a request to revise an RDA. The retention period will change from ten years to nine years and destroy. The format will be paper. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 472.
Signed Form Received: 2018-10-12
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 472.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
36 472 2013-10-04 Approved
2461 472 2018-10-30 Approved