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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
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RDA
RDA: 1949
Database ID: 484
Record Series Title: Prequalification files
Record Series Abstract: Documentation relating to license qualification requirements by contractors. Documentation includes questionaires, equipment lists, and related correspondence.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cutoff: when existing prequalification expires.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After cutoff maintain in agency five (5) years: then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 484
Record Location: James K. Polk Bldg Suite 700
File Arrangement: Alpha by contractor name
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1993 to current
Annual Accumulation: 5 cubic feet
Current Volume: 35 cubic feet
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 Years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: N/A
Records Center Retention Period: N/A
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:
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: James K. Polk Bldg. Suite 700
Address 2: 505 Deaderick St
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: 403.55
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 1949 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-10-2014 Agency agrees and has no recommended changes.
RMD Director Recomendations: 07-22-2014 RDA 1949 is a request to revise an RDA. The retention period will increase from the current three years to five years. the format will remain paper. Recommend approval of RDA 1949.
Signed Form Received: 2014-06-13
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 1949.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
484 1949 2014-09-10 Approved
2632 1949 0000-00-00 Pending