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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1744
Database ID: 386
Record Series Title: Election Tabulation Sheets
Record Series Abstract: Records are comprised of official tabulation sheets and certifications of election results. SS-3048, SS-3049, SS-3050
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon receipt of tabulation sheets from counties following each election, after the votes from each county are totaled and results of all races are certified.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Upon receipt of tabulation sheets from counties following each election, after the votes from each county are totaled and results of all races are certified, transfer to State Library and Archives. Election returns should be transferred to TSLA annually following certification of last election of a fiscal year. Records are kept in triplicate.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 386
Record Location: 312 Rosa L. Parks Avenue 7th Floor
File Arrangement: Chronologically, by county
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2012 - current
Annual Accumulation: .3 cu. ft.
Current Volume: 1 cu. ft.
Record Value: Administrative, Fiscal, Historic, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Same
Essential Record Media Type: Paper
Confidential: FALSE
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation: PERMANENT, T.C.A. 2-8-105
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: Laura Bond
Job Title: Administrative Assistant
Address 1: 312 Rosa L. Parks Ave
Address 2: 7th Floor
City: Nashville
Zip: 37243
Phone: 615-253-4584
Email: Laura.bond@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director: Mark Goins
Allotment Code: 30502
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-17-2013 No recommended changes.
Tennessee State Libary and Archives: 12-17-2013 Disposition Notes need to reflect some regular scheduling of transfer to TSLA, e.g. election returns should be transferred to TSLA annually following certification of last election of a calendar/fiscal year.
Comptroller Audit Review: 2013-09-18 We have reviewed RDA 1744 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-24-2015 No suggested changes.
RMD Director Recomendations: 03-06-2015 RDA 1744 is a request to revise an RDA. The retention period will be permanent and the format paper. Spoke to agency and they agree to the changes recommended by TSLA (no suggested changes to TSLA recommendation). Recommend approval of RDA 1744 with the following change: Disposition Notes: Upon receipt of tabulation sheets from counties following each election, after the votes from each county are totaled and results of all races are certified, transfer to State Library and Archives. Election returns should be transferred to TSLA annually following certification of last election of a fiscal year. Records are kept in triplicate.
Signed Form Received: 2015-03-06
PRC Meeting Date: 03-30-2015
PRC Comments: RDA 1744 approved by the PRC with the following change: Upon receipt of tabulation sheets from counties following each election, after the votes from each county are totaled and results of all races are certified, transfer to State Library and Archives. Election returns should be transferred to TSLA annually following certification of last election of a fiscal year. Records are kept in triplicate.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
386 1744 2015-03-30 Approved with Changes
2462 1744 2018-10-30 Approved