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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2446
Database ID: 883
Record Series Title: Project Files and Chief Engineer Correspondence
Record Series Abstract: Correspondence of the TDOT Chief Engineer; correspondence, memorandums, etc., dealing with active and inactive projects in general; correspondence from general public, Governor office, federal officials, local officials, special studies and reports as they may relate to individual projects; Records relating to the Operations Bureau
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency for 3 years then transfer to state records center for 17 years. At the end of the retention period, destroy records by state-approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 883
Record Location: James K Polk Building,Suite 700 Nashville, TN 37243-0349
File Arrangement: By calendar year, then alpha by county.
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1990 - current
Annual Accumulation: 2 -3 cu. ft.
Current Volume: 90 cu. ft.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 25
2 - 5 Years: 10
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Department of Transportation, Federal Highway Administration
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 3 years
Agency Retention - Years Active: 3 years
Agency Retention - Years Inactive: 0
Records Center Retention Period: 17 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: Jennifer C. Carter
Job Title: Records Coordinator
Address 1: Suite 700, James K. Polk Building
Address 2: 505 Deaderick Street
City: Nashville
Zip: 37243-1042
Phone: 615-741-0791
Email: jennifer.c.carter@tn.gov
Agency: Dept. of Transportation
Agency Head: Commissioner Clay Bright
Director: Paul Degges
Allotment Code: 4036301000
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-16-2014 The division has questions about the following: 1. It is possible that this records series falls under Commissioner Correspondence SW08. 2. Regarding retention, please provide justification for 20 years retention. 3. There is an inconsistency in format. Media format is generated in paper, but there is a reference to Correspondence Tracking System in the incomplete Electronic Records Plan Inventory. 4. Record value is stated to be historic, however the RDA does not provided for records to be transferred to Tennessee State Library and Archives. 5. Current volume is not provided 6. Spoke with Agency on 1/29/2014 about changing Record Series Title to something broad enough to cover the record series for RDAs 2447, 2448, and 2449 that are being combined into 2446. Records Management Divisions recommends changing the title to either “Project Files and Correspondence” or “Project Files and Chief Engineer Correspondence”; 7. Spoke with Agency on 1/29/2014 about changing the Record Series Abstract to something broad enough to cover the records series for RDAs 2447, 2448, and 2449 that are being combined into this RDA. Records Management recommends the following language for the Record Series Abstract for RDA 2446: “Correspondence of the TDOT Chief Engineer; correspondence, memorandums, etc., dealing with active and inactive projects in general; correspondence from general public, Governor\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\'s office, federal officials, local officials, special studies and reports as they may relate to individual projects; Records relating to the Operations Bureau;”
Tennessee State Libary and Archives: 08-06-2014 Concur with RMD Director recommendation.
Comptroller Audit Review: 2014-08-07 Awaiting response to RMD\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\'s questions.05-28-14 We have reviewed RDA 2446 from an audit standpoint. We concur with the recommended retention and disposition specifications. 08-7-14
Agency: 06-27-2014 (1) TDOT wants to keep this RDA because it has a 20 year retention period. (2) The 20 year retention period is requested to cover correspondence pertaining to projects that last up to this length. The Chief Engineer wants the ability to refer back to these record. (3) This RDA will not cover the Correspondence Tracking System. This information was entered in error and does not apply. (4) Records do not have historic value. (5) Current volume = 90 cu. ft. (6) Change title to, “Project Files and Chief Engineer Correspondence.” (7) TDOT concurs with RMD recommended changes for Record Series Abstract.
RMD Director Recomendations: 08-06-2014 RDA 2446 is a request to revise the RDA. The retention period will increase from five years to twenty years. The format will change from paper/film to just paper. The RDA title and abstract are changing to reflect that these records represent the correspondence of the Chief Engineer. Agency has explained the reason for the increased retention and agreed to suggested change in the abstract. Recommend approval of RDA 2446 with the following changes: Title: Project Files and Chief Engineer Correspondence Abstract: Correspondence of the TDOT Chief Engineer; correspondence, memorandums, etc., dealing with active and inactive projects in general; correspondence from general public, Governor office, federal officials, local officials, special studies and reports as they may relate to individual projects; Records relating to the Operations Bureau Current Volume: 90 cu ft System Name: delete current information
Signed Form Received: 2014-07-22
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 2446 with the following changes: Title: Project Files and Chief Engineer Correspondence Abstract: Correspondence of the TDOT Chief Engineer; correspondence, memorandums, etc., dealing with active and inactive projects in general; correspondence from general public, Governor office, federal officials, local officials, special studies and reports as they may relate to individual projects; Records relating to the Operations Bureau Current Volume: 90 cu ft System Name: delete current information
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
883 2446 2014-09-10 Approved with Changes
2598 2446 0000-00-00 Pending