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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 410
Database ID: 28
Record Series Title: State Audit Working Papers
Record Series Abstract: Documentation created to support the findings, conclusions/results, recommendations, reports, and Q&As produced by Finance & Compliance, Information Systems, Medicaid/TennCare, Sunset Performance, and Risk-Based Performance within the Division of State Audit. This may include but is not limited to: documentary evidence such as contracts, checks, and invoices; analytical evidence such as data comparisons and analyses of account balances; testimonial evidence such as interviews, surveys, and questionnaires; and physical evidence such as inventory counts.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Report Publication Date
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper records will be maintained in agency one year and then transferred to state records center for four years. Electronic records will be maintained on the agency’s server for five years. All records will then be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 28
Record Location: 2nd Floor Cordell Hull Building - GIS Lab, Nashville, TN 37243 Agency Server Richards and Richards
File Arrangement: Alpha Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1996 - current
Annual Accumulation: 50 cu. ft., 250 GB
Current Volume: 850 cu. ft., 2TB
Record Value: Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Original records are stored in both paper and electronic. Electronic records are stored on agency servers, and paper records are stored in agency and at state records centers.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 10-7-504 TCA
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 1 year
Agency Retention - Years Active: 1 years
Agency Retention - Years Inactive:
Records Center Retention Period: 4 years
Final Disposition after Retention Expires: Destroy
Legal Citation: 10-7-504 TCA
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TeamMate
IT-ABC Number:
Hardware Description: NAS
Software Description: Word, Excel, PDF, documents
System Location: Cordell Hull Building
Backup Procedures: Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR Site.
Disaster Recovery: The recovery goal for File Storage Servers - 8 hours
Data Migration Description: Data stored on File Servers with appropriate document extension
Metadata Description: Each document has associate metadata fields captured (property size, related dates, related people)
Contact Information
Contact Name: Michele Walter
Job Title: Administrative Services Assistant 3
Address 1: 425 5th Ave N
Address 2: 3rd Floor
City: Nashville
Zip: 37243
Phone: 615-747-5278
Email: michele.walter@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Deborah Loveless, Director of State Audit
Allotment Code: 30704
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes.
Tennessee State Libary and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA 410 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-08-2015 no changes
RMD Director Recomendations: 06-09-2015 RDA 410 is a request to revise an RDA. The retention period will change from seven years to five years. The Cut Off will change from Fiscal Year to Report Publication Date. The format will be paper /electronic. Recommend approval of RDA 410.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 410.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
28 410 2015-06-23 Approved