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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2316
Database ID: 766
Record Series Title: LOCAL PARKS AND RECREATION FUND
Record Series Abstract: Original boundary maps, location maps, & survey maps; deeds; appraisals; official agreements; contracts, contract amendments, notice of limitation of use(NLU);final reimbursement; final inspection report; post completion certification (PCC);post completion self-inspection.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The files are to be cut off at the end of the project completion
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The records are to be cut off at the end of the project completion. Records converted 2012 and before were microfilmed and kept in agency permanently. Records converted 2013 and after are scanned to electronic format and stored permanently in Sharepoint. Paper records are to be destroyed after verifying electronic record for completeness and accuracy. Records received 2013 and after are received electronically and are stored permanently in Sharepoint..
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 766
Record Location: TN Tower 312 Rosa L. Parks Ave. 2nd and 3rd floor.
File Arrangement: Alphabetical
Media Format Generated: Both
Media Format Stored: Electronic/Film
Date Range: 1960-current
Annual Accumulation: 8 GB and 2 rolls of microfilm
Current Volume: 27 GB, 28 cubic ft, and 9 rolls of microfilm
Record Value: Administrative
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 20
Past Year: 20
2 - 5 Years: 15
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: National Park Services
Essential Record: FALSE
Essential Record Stored:
Essential Record Media Type:
Confidential: FALSE
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: scan to electronic
Agency Retention:
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: TCA 10-7-303e
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TDEC Grants Manager/Sharepoint
IT-ABC Number: BGBAA-1
Hardware Description: SQL Server
Software Description: Microsoft VLA Dynamics CRM /Microsoft Sharepoint
System Location: OIR Data Center - /Shared SQL/UNIX servers
Backup Procedures: Standard Database Weekly full Backups and Full Daily Exports
Disaster Recovery: Standard OIR Disaster Recovery Policy –Bronze Level
Data Migration Description: Access database to SQL/Oracle databases
Metadata Description: recreation, grants, parks, education
Contact Information
Contact Name: Shonquita Parrish
Job Title: Records officer
Address 1: TN Tower
Address 2: 312 Rosa L. Parks Ave.
City: Nashville
Zip: 37243
Phone: 615-741-8894
Email: Shonquita.M.Parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau, Jr.
Director: Gerald Parish
Allotment Code: 327.08
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-14-2015 No recommended changes.
Tennessee State Libary and Archives: 05-14-2015 No recommended changes.
Comptroller Audit Review: 2015-05-14 We have reviewed RDA 2316 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-15-2015 Thank you
RMD Director Recomendations: 06-06-2015 RDA 2316 is a request to revise an RDA. The retention period will remain permanent but the format will change to electronic/film. As new electronic archive storage becomes available the agency may wish to transfer the records from Sharepoint to a more archival storage solution. Recommend approval of RDA 2316.
Signed Form Received: 2015-05-15
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 2316.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
766 2316 2015-06-23 Approved