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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2143
Database ID: 626
Record Series Title: CENSUS AND PRECINCT INFORMATION FILES
Record Series Abstract: The files in this RDA contain digital data relating to Local Redistricting. Files include census, precinct, and other corresponding digital data. Similar related information may be stored. This RDA does not pertain to certified local redistricting maps which are now a permanent record under RDA 11105.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: census cycle
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency for 20 years after cut off and then destroy by state approved methods. Records received by paper include precinct and polling place changes, along with any other corresponding papers. All other records are received electronically.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 626
Record Location: 2nd Floor Cordell Hull Building - GIS Lab
File Arrangement: alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2000 - current
Annual Accumulation: 6 gb , 4 Cu. Ft.
Current Volume: 12 gb , 6 Cu. Ft.
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 22
Past Year: 264
2 - 5 Years: 1320
Over 5 Years: 2640
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: United States Census Bureau
Essential Record: Yes - Original
Essential Record Stored: 2nd Floor Cordell Hull Building - GIS Lab
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 20 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
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: Agency Network Server
IT-ABC Number:
Hardware Description: Network attached storage
Software Description: word, excel, pdf, documents
System Location: Cordell Hull Building
Backup Procedures: shadow copy (30 days), tape backup (weekly, monthly, yearly)
Disaster Recovery: replicated to DR site in real-time
Data Migration Description: data stored on file servers with appropriate file extensions. Extensions include word, excel, pdf & mxd.
Metadata Description: metadata contains census, precinct & district information.
Contact Information
Contact Name: Jaclyn Harding
Job Title: Assistant Director
Address 1: 425 5th Ave N
Address 2: 2nd Floor
City: Nashville
Zip: 37243
Phone: 601-401-7745
Email: Jaclyn.Harding@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin Wilson
Director: Susan Gullette
Allotment Code: 30709
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-07-2015 No recommended changes
Tennessee State Libary and Archives: 05-07-2015 No recommended changes.
Comptroller Audit Review: 2015-05-07 We have reviewed RDA 2143 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-02-2015 no changes
RMD Director Recomendations: 06-06-2015 RDA 2143 is a request to revise an RDA. The retention period will be twenty years and destroy and the format will be paper/electronic. Recommend approval of RDA 2143.
Signed Form Received: 2015-06-03
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 2143.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
626 2143 2015-06-23 Approved