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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2061
Database ID: 561
Record Series Title: DESIGN CONSULTANT CONTRACTS (DT-0330 PART 1 AND CS-100 & DT-1742 FORMS)
Record Series Abstract: Project specific information requested from short listed companies/consultants after cs 100 forms have been submitted and reviewed. Contains forms dt-0330 part 1, cs-100, DT-1742, letters & other supporting documents submitted by consultants related to each contract to perform engineering & technical services for the department. The working file contains the correspondence and documentation necessary to get the contract approved. These files are filed alphabetically by company/consultant name.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The files are to be cut off after closure of contract then keep in agency for 5 years, then destroy.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Cut Off-after contract is closed then keep in agency for 5 years then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 561
Record Location: 13th floor JKP building, 505 Deaderick street, Nashville, TN 37243
File Arrangement: Numerical
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: august 2008 to present
Annual Accumulation: 30 CU FT
Current Volume: 528 CU FT
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 2
2 - 5 Years: 2
Over 5 Years: 0
Data Update Frequency:
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: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: 0
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
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: Ataur Rahman
Job Title: Records Cordinator
Address 1: James K Polk Building Suite 1300
Address 2: 505 Deaderick St
City: Nashville
Zip: 37243
Phone: 615-741-7958
Email: Atuar.rahman@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Jennifer LLoyd
Allotment Code: 4036380020
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-06-2014 No recommended changes.
Tennessee State Libary and Archives: 06-20-2014 No recommended changes.
Comptroller Audit Review: 2014-07-02 We have reviewed RDA 2061 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 07-09-2014 Agency agrees and has no recommended changes.
RMD Director Recomendations: 07-28-2014 RDA 2061 is a request to revise an RDA. The retention period will remain five years and the format will remain paper. RDAs 2062 and 2063 are requested to be retired under this RDA. I discussed this with Mr. Alwine, Director of TDOT Central Services Division and he agreed to the abstract change to clarify the content of the other RDAs are included. Recommend approval of RDA 2061 with the following change: Abstract: Project specific information requested from short listed companies/consultants after cs 100 forms have been submitted and reviewed. Contains forms dt-0330 part 1, cs-100, DT-1742, letters & other supporting documents submitted by consultants related to each contract to perform engineering & technical services for the department. The working file contains the correspondence and documentation necessary to get the contract approved. These files are filed alphabetically by company/consultant name.
Signed Form Received: 2014-07-21
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 2061 with the following change: Abstract: Project specific information requested from short listed companies/consultants after cs 100 forms have been submitted and reviewed. Contains forms dt-0330 part 1, cs-100, DT-1742, letters & other supporting documents submitted by consultants related to each contract to perform engineering & technical services for the department. The working file contains the correspondence and documentation necessary to get the contract approved. These files are filed alphabetically by company/consultant name.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
561 2061 2014-09-10 Approved with Changes
2614 2061 0000-00-00 Pending