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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2442
Database ID: 880
Record Series Title: Department of Defense Form DD-214
Record Series Abstract: Department of Defense Form DD-214 that shows a brief summary of service members military record from enlistment to discharge, including military education, qualification, and awards earned. All NGB22s, the last discharge order, all NGB23s/RPAMS/RPAS, highest rank order, 2-1 statement, 20 year letter, and form 1883.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain: State fiscal year
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Maintain permanently within the Department of Military. Records will be kept in paper and microfilm. Only records from WWII are in microfilm format. All other records after WWII are kept in paper format.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 880
Record Location: Tennessee Department of Military - War Records Division
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: PAPER/MICROFILM
Date Range: 1917 - current
Annual Accumulation: 3.4 cu. ft
Current Volume: 218 cu. ft. WWI 85,698 Cards WWII 361,836 Cards NG 1900-1941 44,436 Cards NG 130,134 Cards MIA/KIA 19,222 Cards Box Dimensions 18x12.5x4.5 185 Rolls of Microfilm (WWII)
Record Value: Administrative, Historic, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 3000
Past Year: 3000
2 - 5 Years: 3000
Over 5 Years: 3000
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: National Personnel Records Center, St. Louis, Missouri
Essential Record: Yes - Original
Essential Record Stored: Tennessee Department of Military - War Records Division
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 10-7-504 (3)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active: N/A
Agency Retention - Years Inactive: N/A
Records Center Retention Period:
Final Disposition after Retention Expires: Convert to Microfilm
Legal Citation: 10-7-504 (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: Sondra Howe
Job Title: Procurement Director
Address 1: 3041 Sidco Dr.
Address 2:
City: Nashville
Zip: 37204
Phone: 615-313-0858
Email: sondra.howe@tn.gov
Agency: Dept. of Military
Agency Head: MG Terry M. Haston
Director:
Allotment Code: 34101
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 11-06-2014 Recommend converting paper to microfilm backup for permanent historic preservation.
Tennessee State Libary and Archives: 11-06-2014 TSLA concurs in RMD comment.
Comptroller Audit Review: 2014-11-10 We have reviewed RDA 2442 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-24-2015 The microfilm accumulation and volume is 219 rolls.
RMD Director Recomendations: 06-06-2015 RDA 2442 is a request to revise an RDA. The retention period will remain permanent and the format paper/film. Records Management Division will discuss with the agency options available to convert paper records to microfilm for better long term preservation. Recommend approval of RDA2442.
Signed Form Received: 2015-04-08
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 2442.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
880 2442 2015-06-23 Approved