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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2395
Database ID: 840
Record Series Title: County Maintenance Files
Record Series Abstract: General files for county specific maintenance activities. Contains contracts, agreements, project information, copies of invoices or records of payment, project completion notices, correspondence and other maintenance documentation
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at the end of each project.
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After cutoff: Maintain in agency 7 years, then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 840
Record Location: 505 Deaderick Street, Suite 400 Nashville,Tn 37243
File Arrangement: By County
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2011- Current
Annual Accumulation: 4 cubic feet
Current Volume: 12 cubic feet
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 240
Past Year: 2
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: 2 years
Agency Retention - Years Inactive: 5 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Yes, 103(C) Title 23 U.S. CODE
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: Records Coordinator
Address 1: 505 Deaderick Street, Suite 400
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-5616
Email: Alan Durham@tn.gov
Agency: Dept. of Transportation
Agency Head: Commissioner Clay Bright
Director: Jerry Hatcher, Maintenance Director
Allotment Code: 403.67
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-30-2014 No recommended changes.
Tennessee State Libary and Archives: 10-30-2014 No recommended changes.
Comptroller Audit Review: 2014-11-04 We have reviewed RDA 2395 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-05-2014 No recommended changes.
RMD Director Recomendations: 11-12-2014 RDA 2395 is a request to revise an RDA. The retention period will increase from zero years and destroy after the end of each project to seven years and destroy at the end of each project. The format will remain paper. Recommend approval of RDA 2395.
Signed Form Received: 2014-11-12
PRC Meeting Date: 12-02-2014
PRC Comments: RDA 2395 is approved by PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
840 2395 2014-12-02 Approved
2628 2395 0000-00-00 Pending