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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2375
Database ID: 823
Record Series Title: Rail Plans and Inspections
Record Series Abstract: Documents relating to rail carriers, freight traffic, passenger services lines, commodities, state rail projects and objectives, includes rail plans, reports, inspections and related photographs.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon completion of new inspection and filing of reports.
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency 20 years; then destroy by state approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 823
Record Location: 18th Floor, J. K. Polk Bldg. Nashville, TN 37243
File Arrangement: Alphanumeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2003 - current
Annual Accumulation: 1 Cu. Ft.
Current Volume: 20 Cu. ft.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 15
2 - 5 Years: 10
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Railroad Administration
Essential Record: Yes - Original
Essential Record Stored: 18th Floor, J. K. Polk Bldg. Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 20 years
Agency Retention - Years Active: 20 years
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
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: Larry Sanborn
Job Title: Records Coordinator
Address 1: 505 Deaderick Street
Address 2: Suite 1800, J. K. Polk Bldg.
City: Nashville
Zip: 37243
Phone: 615-532-7506
Email: Larry.Sanborn@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Liza Joffrion
Allotment Code: 405.42
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-03-2014 No recommended changes.
Tennessee State Libary and Archives: 06-05-2014 No recommended changes.
Comptroller Audit Review: 2014-07-14 We have reviewed RDA 2375 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-05-2014 No recommended changes.
RMD Director Recomendations: 08-12-2014 RDA 2375 is a request to revise the RDA. The Title will change from Bridge Inspection (Railroad) to Rail Plans and Inspections. The abstract is updated to reflect the expanded content of the records series. The retention will remain twenty years and the format will remain paper. Recommend approval of RDA 2375.
Signed Form Received: 2014-08-07
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 2375.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
823 2375 2014-09-10 Approved
2617 2375 0000-00-00 Pending