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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2394
Database ID: 839
Record Series Title: Capital Projects Files
Record Series Abstract: Contains project manuals, plans, specifications, warranties and other documents relating to the construction and/or maintenance of T.D.O.T. building and structures that may have been acquired through General Services Procurement Office or the State Building Commission.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are to be cut off at the end of the life of the building or structure.
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency 7 years then destroy by state approved methods. Send additional copy to records center for essential records copy retention. Destroy records center copy at end of retention period.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 839
Record Location: James K. Polk Bldg. Suite 400
File Arrangement: Alpha by County
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2007- Current
Annual Accumulation: 8 cubic feet
Current Volume: 56 cubic feet
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 120
Past Year: 12
2 - 5 Years: 12
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: FHWA, Federal Highway Administration
Essential Record: Yes - Original
Essential Record Stored: State Records Center
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: 2 years
Agency Retention - Years Inactive: 5 years
Records Center Retention Period: 7 years
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: Alan Durham
Job Title: Transportation Manager 2
Address 1: James K. Polk Bldg. Suite 400
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-5616
Email: Alan Durham@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Jerry Hatcher
Allotment Code: 403.67
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-17-2014 Recommend considering this record series Essential and keeping a copy of records at the state records center or in electronic format on the State ECM (Filenet) system or in microfilm format. Update if there are any other format/media changes. No other recommended changes.
Tennessee State Libary and Archives: 07-17-2014 Concur with RMD comments.
Comptroller Audit Review: 2014-07-18 Audit concurs with RMD comments.
Agency: 11-10-2014 Agency agrees to considering record series essential and keeping a copy of records at state record center. No other recommended changes.
RMD Director Recomendations: 11-12-2014 RDA 2394 is a request to revise an RDA. The retention period is increasing from zero years to seven years. Recommend approval of RDA 2394 with the following changes: Disposition Notes: Maintain in agency 7 years then destroy by state approved methods. Send additional copy to records center for essential records copy retention. Destroy records center copy at end of retention period. Essential Record: Yes Essential Records Stored: State Records Center Essential Record Media Type: Paper Records Center Retention: 7 years
Signed Form Received: 2014-11-12
PRC Meeting Date: 12-02-2014
PRC Comments: RDA 2394 is approved with the following changes by PRC. Disposition Notes: Maintain in agency 7 years then destroy by state approved methods. Send additional copy to records center for essential records copy retention. Destroy records center copy at end of retention period. Essential Record: Yes Essential Records Stored: State Records Center Essential Record Media Type: Paper Records Center Retention: 7 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
839 2394 2014-12-02 Approved with Changes
2629 2394 0000-00-00 Pending