Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2502
Database ID: 936
Record Series Title: Federal Disadvantaged Business Enterprise (DBE) and Equal Employmnent Opportunity (EEO) Records
Record Series Abstract: Records consist of: Prime Contractor and Subcontractor Subcontract Agreements, DBE Company Profiles, Joint Check Agreements, Letting Info,Tracking Sheets, (Contract Compliance reviews-1 Form, Contract Compliance-2 Form and Payment Form CC-3), DBE Monthly Reports (Consultant and Right of Way), Commercially Useful Function (CUF) Checklist and Construction Correspondence,Tdot Tabulation List,Bid Summary.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Cut-Off (At end of calander year) Maintain in agency 3 years, then transfer to State Records Center for 3 years; then destroy by state approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 936
Record Location: James K. Polk Building Suite 1800
File Arrangement: Alpha / Numeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2007 to current
Annual Accumulation: 22 cubic feet
Current Volume: 94 cubic feet
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 12
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Highway Administration
Essential Record: Yes - Original
Essential Record Stored: Duplicate kept at James K. Polk Building Suite 1800. Original in TDOT construction office, James K Polk Building Suite 700.
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
Agency Retention - Years Inactive: 0
Records Center Retention Period: 3 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: Shene Toliver
Job Title: records coordinator
Address 1: 505 Deaderick Street
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-7749
Email: Shene.Toliver@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: John Reinbold
Allotment Code: 40100
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-08-2014 No recommended changes
Tennessee State Libary and Archives: 05-12-2014 No recommended changes.
Comptroller Audit Review: 2014-05-28 We have reviewed RDA 2502 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-03-2014 Agency agrees and has no recommended changes.
RMD Director Recomendations: 08-11-2014 RDA 2502 is a request to revise the RDA. The retention period will remain six years. Series title and abstract is updated to reflect additional record material from RDA 2503 & 2504. Recommend approval of RDA 2502.
Signed Form Received: 2014-06-04
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 2502
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
936 2502 2014-09-10 Approved
2600 2502 0000-00-00 Pending