Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2347
Database ID: 796
Record Series Title: Tourist Oriented Directional Signs-user File
Record Series Abstract: File for each Tourist Oriented Directional Signage (T.O.D.S.) Contains user's application, copies of receipt for fees and correspondence.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The files are to be cut off after the removal of sign on the TODS program.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency five (5) years; then destroy by state-approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 796
Record Location: 505 Deaderick St. Suite 400 Traffic Engineering Office
File Arrangement: Numeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1996-current
Annual Accumulation: .03 cubic feet
Current Volume: 2.63 cubic feet
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 2
2 - 5 Years: 2
Over 5 Years: 2
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies: n/a
Essential Record: No
Essential Record Stored: n/a
Essential Record Media Type:
Confidential: No
Confidential Legal Citation: n/a
Media Recommendation: Current Format
Media Recommendation Other: n/a
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: n/a
Records Center Retention Period: n/a
Final Disposition after Retention Expires: Destroy
Legal Citation: none
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: n/a
IT-ABC Number: n/a
Hardware Description: n/a
Software Description: n/a
System Location: n/a
Backup Procedures: n/a
Disaster Recovery: n/a
Data Migration Description: n/a
Metadata Description: n/a
Contact Information
Contact Name: Eric Jackson
Job Title: Records Coordinator
Address 1: 505 Deaderick St. Suite 400
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-0802
Email: eric.jackson@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Brad Freeze
Allotment Code: 411.32
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-06-2014 Recommend that agency consider whether copies of receipt for fees are of fiscal value. If such records are of fiscal value, Audit may require the record retention period to be changed from three (3) years to five (5). If the records are deemed to have no fiscal value, then RMD has no recommended changes.
Tennessee State Libary and Archives: 05-12-2014 TSLA concurs with RMD and Audit comments.
Comptroller Audit Review: 2014-04-04 We have reviewed RDA 2347 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 05-13-2014 Agency agrees and has no recommended changes. Thank you.
RMD Director Recomendations: 05-16-2014 RDA 2347 is a request to revise an RDA. The retention will change from three years to five years. Recommend approval of RDA 2347 with the following changes. Total Retention: 5 years Disposition Notes: to reflect 5 year retention Agency Retention: 5 years
Signed Form Received: 2014-05-16
PRC Meeting Date: 05-27-2014
PRC Comments: RDA is approved with the following changes: Total Retention: 5 years Disposition Notes: to reflect 5 year retention Agency Retention: 5 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
796 2347 2014-05-27 Approved with Changes
2603 2347 0000-00-00 Pending