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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 461
Database ID: 35
Record Series Title: Bank Statements and Correspondence
Record Series Abstract: Records consist of bank statements, correspondence, daily computer output and printed paid reject reports, and any supporting documentation created or used by the Accounting Division to reconcile accounts. Record series also includes Return Item Processing (RIP) containing returned checks paid to state agencies by Tennessee citizens.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Beginning July 2013, all documents are created and stored electronically. Records prior to this date are stored off-site at the state records center and will be maintained in paper format until their destruction. Records are maintained for 5 years after cut off, then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 35
Record Location: Andrew Jackson Building, 14th floor
File Arrangement: alpha and numeric
Media Format Generated: Electronic
Media Format Stored: Paper/Electronic
Date Range: 1986 to current
Annual Accumulation: 7 Gigabyte electronic
Current Volume: 55 Gigabyte electronic
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: record maintained in agency in an agency file share
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation: N/A
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: 0 years
Records Center Retention Period: N/A after July 2013
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Agency Shared Drive Server
IT-ABC Number:
Hardware Description: standard server array
Software Description: Documents are stored in PDF format on agency shared drives.
System Location: System is located in the agency office in the Andrew Jackson Building.
Backup Procedures: Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery: Detailed DR procedures for Treasury's file share are located in the Treasury Recovery Planner.
Data Migration Description: Detailed plans for migrating Treasury's records are on file with the Treasury IT division.
Metadata Description: file name, file type, author, date created
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: Andrew Jackson Building, 14th floor
Address 2: 502 Deaderick St.
City: Nashville
Zip: 37243
Phone: (615) 253-8757
Email: janice.patton@tn.gov
Agency: Dept. of Treasury
Agency Head: David H. Lillard, Jr.
Director: Mary Griffin
Allotment Code: 309
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-27-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 461 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 Agency concurs.
RMD Director Recomendations: 03-04-2015 RDA 461 is a request to revise an RDA. The retention will change form six years to five years and the format will be paper/electronic. Recommend approval of RDA 461.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: RDA 461 approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
35 461 2015-03-30 Approved