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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1993
Database ID: 522
Record Series Title: Bridge/Structure Project Files
Record Series Abstract: Records include supporting documents related to county & interstate bridges & structures, retaining walls, and noise wall projects, including; design information, revision notices, correspondence, invoices, work status reports, and purpose & scope of service.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon destruction or replacement of the structure.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After Cut-off: Maintain in agency 5 years. Then destroy by State approved method. Records generated prior to 1995 were maintained in microfilm format and are stored at State Records Center. Records generated after 1995 are maintained in paper format and stored in agency at 505 Deaderick street.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 522
Record Location: Suite 1100 James K. Polk Bldg., Nashville, TN 37243
File Arrangement: Alpha / Numeric
Media Format Generated: Paper
Media Format Stored: Paper/Film
Date Range: 1940 - Current
Annual Accumulation: 7 cu. ft.
Current Volume: 120 cu.ft. 84 rolls film
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 5
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Highway Administration (FHWA), Corps of Engineers.
Essential Record: Yes - Original
Essential Record Stored: Essential records were sent to the State Records Center up until 1995. Essential records after 1995 are stored at 505 Deaderick St. Suite 1100 James K. Polk Bldg
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years paper
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 5 years microfilm
Final Disposition after Retention Expires: Destroy
Legal Citation: 2030 CFR 650 SubPart C AASHTO Bridge Manual 2.3.2.4 (American Association of State Highway and Transportation Officials) Retention is determined based on interpretation of CFR reg, AASHTO recommendations and best practices.
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: Janet Brooks
Job Title: Records Coordinator
Address 1: 505 Deaderick Street, Suite 1100
Address 2: James K. Polk Bldg.
City: Nashville
Zip: 37243
Phone: 615-741-5391
Email: Janet.Brooks@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Ted Kniazewycz
Allotment Code: 403.70
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-30-2014 No recommended changes.
Tennessee State Libary and Archives: 10-30-2014 No recommended changes.
Comptroller Audit Review: 2014-11-04 We have reviewed RDA 1993 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-05-2014 No recommended changes.
RMD Director Recomendations: 11-12-2014 RDA 1993 is a request to revise an RDA. The retention period will increase from zero years to five years. Recommend approval of RDA 1993.
Signed Form Received: 2014-11-12
PRC Meeting Date: 12-02-2014
PRC Comments: RDA 1993 is approved by PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
522 1993 2014-12-02 Approved
2611 1993 0000-00-00 Pending