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Tennessee Secretary of State Tre Hargett
Records Management Division
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RDA Details
RDA
RDA: 1948
Database ID: 483
Record Series Title: Bid Proposal & Bid Letting Files
Record Series Abstract: Documents relating to bid letting include estimated cost sheets for specific letting notices to contractors, general correspondence pertaining to advertising & receiving of bids, notice to bidders, letting advertising, letting estimated cost sheets, completed bid books, project specs, job estimates, contract & bond certificates, awarded & unawarded proposals, etc.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon awarding of contract.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After cutoff, maintain in agency one (1) year; then transfer to state records center for nine (9) years; then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 483
Record Location: 505 Deaderick St. Suite 700 James K Polk Building. Nashville Tn. 37243
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 1988 to current.
Annual Accumulation: 1 cu ft
Current Volume: 10 cu ft
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 2
2 - 5 Years: 2
Over 5 Years: 1
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 1 Year
Agency Retention - Years Active: N/A
Agency Retention - Years Inactive: N/A
Records Center Retention Period: 9 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 St.
Address 2: James K. Polk Bldg Suite 700
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 1948 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-03-2014 Agency agrees and has no recommended changes.
RMD Director Recomendations: 07-22-2014 RDA 1948 is a request to revise an RDA. The retention period will remain 10 years and the format will remain paper. The RDA title was updated from Work Order/Letting Files to Bid Proposal & Bid Letting Files. Recommend approval of RDA 1948.
Signed Form Received: 2014-06-06
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 1948.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
483 1948 2014-09-10 Approved
2639 1948 0000-00-00 Pending