Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1946
Database ID: 481
Record Series Title: Construction Project Contract Files
Record Series Abstract: Documents relating to awarded contracts for roads & bridge construction. Files contain but are not limited to copies of contract, monthly construction report,progress report, starting notice, docs concerning advertisements, final settlement statements, and correspondence w/contractors.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After final payment is made to the contractor.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After cutoff, maintain in agency five (5) years; then transfer to state records center for five (5) years; then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 481
Record Location: James K Polk Bldg. Suite 700 Nashville, TN 37243
File Arrangement: Alpha/Numeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1993 to current
Annual Accumulation: 8 cu ft.
Current Volume: 80 cu ft.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 75
Past Year: 60
2 - 5 Years: 15
Over 5 Years: 5
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Highway Administration
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: 5 Years
Agency Retention - Years Active: 5
Agency Retention - Years Inactive: N/A
Records Center Retention Period: 5 years
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: Shanna Waelty
Job Title: Records Coordinator
Address 1: 505 Deaderick Street, Suite 700
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-2140
Email: Shanna.Waelty@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Lori Lange
Allotment Code: 411.10
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-15-2014 No recommended changes.
Tennessee State Libary and Archives: 05-29-2014 No recommended changes.
Comptroller Audit Review: 2014-06-03 We have reviewed RDA 1946 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-12-2014 No recommended changes.
RMD Director Recomendations: 11-12-2014 RDA 1946 is a request to revise an RDA. The retention period will remain ten years. Recommend approval of RDA 1946.
Signed Form Received: 2014-11-12
PRC Meeting Date: 12-02-2014
PRC Comments: RDA 1946 approved by PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
481 1946 2014-12-02 Approved
2633 1946 0000-00-00 Pending