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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2571
Database ID: 2607
Record Series Title: Retired: THSO (TN Highway Safety Office) Grant Contract Files (Record series now under SW 21)
Record Series Abstract: Original grant applications, original grant contract, copy of budget pages, original amendment and/or modifications, original correspondence, original monitoring report, original quarterly and final reports, original claims with backup information.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After grant is closed and finalized.
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Retired: After cutoff: grant files will be maintained in agency for two (2) years. Then transfer to State Records Center for five (5) years then destroyed. (Record series now under SW 21)
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2802
Record Location: Tennessee Tower, 25th Floor 312 Rosa L. Parks Avenue, Nashville, TN 37243
File Arrangement: Alpha-Numeric (Agency Name and Grant Number)
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2009 - current
Annual Accumulation: 35 - 40 cu. ft.
Current Volume: 60 cu. ft.
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 85
Past Year: 100
2 - 5 Years: 2
Over 5 Years: 1
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Tennessee Tower, 25th Floor, 312 Rosa L. Parks Avenue, Nashville TN 37243 State Records Center Warehouse - 1150 Foster Ave, Nashville
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 2 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 5 years
Final Disposition after Retention Expires: Destroy
Legal Citation: CFR 49 18.42
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: Jill Kellogg
Job Title: Records Coordinator/Forms Manager
Address 1: 1150 Foster Ave
Address 2:
City: Nashville
Zip: 37243
Phone: 615-743-4964
Email: Jill.Kellogg@tn.gov
Agency: Dept. of Safety
Agency Head: Jeff Long
Director:
Allotment Code: 34901
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 10-04-2019 No recommended changes.
Tennessee State Libary and Archives: 10-04-2019 No recommended changes.
Comptroller Audit Review: 2019-10-11 We have reviewed RDA 2571 from an audit standpoint. We concur with the recommendation to retire this RDA to RDA SW21.
Agency: 10-15-2019 Thank you.
RMD Director Recomendations: 10-23-2019 RDA 2571 is a request to retire an RDA. The records series will now be covered under RDA SW21, Grant Files, approved on 9-10-2014. The retention period under RDA SW21 is five years and destroy. Recommend approval of request to retire RDA 2571 under RDA SW21.
Signed Form Received: 2019-10-17
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves request to retire RDA 2571.
PRC Action: RDA Retired
RDA History
ID RDA PRC Reviewed PRC Action
992 2571 2014-12-02 Approved
2210 2571 2017-03-28 Approved
2607 2571 2019-11-12 RDA Retired