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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2337
Database ID: 787
Record Series Title: VEHICLE INSPECTION AND MAINTENANCE Records
Record Series Abstract: RECORDS document the inspection and certification of vehicles for air pollution emissions testing. Included: Application for Fleet Vehicle Inspector License (Cn-1023), Application for fleet Inspection Permit (CN-1024), Application for Vehicle Exemption (CN-1026), and Vehicle Emissions Testing Waiver Application (CN-1105), correspondence and enforcement. Vehicle inspection is required every year. Fees are submitted to Fiscal Services Fee Section.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are to be cut off at the end of each calendar year. Maintain records in agency five years and then destroy. Records may be transferred to state records center for storage during the five year retention period. Destroy by state approved method after retention expires.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 787
Record Location: 15th Floor, William R. Snodgrass Tennessee Tower, Nashviille
File Arrangement: Alpha--company
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2008 to present
Annual Accumulation: 5 cubic feet
Current Volume: 22 cubic feet
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 3
Past Year: 3
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Environmental Protection Agency (EPA)
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: Rules Chapter 1200-3-29-3
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: Shonquita Parrish
Job Title: Records Officer--TDEC
Address 1: 10th Floor, Wm. R. Snodgrass Tennessee Tower
Address 2: 312 Rosa L. Parks Avenue
City: Nashville
Zip: 37243
Phone: 6157418894
Email: shonquita.m.parrish@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Robert J. Martineau
Director: Michelle Walker
Allotment Code: 327.32
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-03-2014 Questions why this RDA has a 1 year retention. RDA is missing value for Audit Requirements and Reference Frequency. This record series appears best suited for SW05. Update 7-8-2014 Spoke with Agency and they advised the record series is subject to State Audit and referenced 4 times in 1st year and never after. Worksheet updated.
Tennessee State Libary and Archives: 05-12-2014 TSLA concurs with RMD comments.
Comptroller Audit Review: 2014-06-03 We have reviewed RDA 2337 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 07-08-2014 Agency agrees with 5 year retention. Thank you
RMD Director Recomendations: 08-04-2014 RDA 2337 is a request to revise an RDA. Recommend changing retention period from three years under the current RDA to five years. Format will remain paper. Recommend approval with the following changes: Total Retention: 5 years Disposition Notes: Files are to be cut off at the end of each calendar year. Maintain records in agency five years and then destroy. Records may be transferred to state records center for storage during the five year retention period. Destroy by state approved method after retention expires. Agency Retention: 5 years
Signed Form Received: 2014-07-24
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 2337 with the following changes: Total Retention: 5 years Disposition Notes: Files are to be cut off at the end of each calendar year. Maintain records in agency five years and then destroy. Records may be transferred to state records center for storage during the five year retention period. Destroy by state approved method after retention expires. Agency Retention: 5 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
787 2337 2014-09-10 Approved with Changes