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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2511
Database ID: 942
Record Series Title: Disaster Assistance Program Files
Record Series Abstract: Files consist of damage survey reports, records of expenditures, records of information regarding damage sites, correspondence between applicants.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon receipt of final federal obligation met for the declared disaster incident.
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Records are to be maintained permanently at agency. Records are to be maintained in electronic format as long as the electronic content has been verified and will be maintanined permantly on agency server.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 942
Record Location: National Guard Armory Nashville, TN TEMA OFFICE
File Arrangement: Numeric
Media Format Generated: Paper
Media Format Stored: Electronic: Other
Date Range: 2009 - current
Annual Accumulation: 12 cu. ft, 2 GB
Current Volume: 62 cu. ft, 48 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 10
Past Year: 5
2 - 5 Years: 3
Over 5 Years: 1
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Emergency Management Administration (FEMA)
Essential Record: Yes - Original
Essential Record Stored: National Guard Armory Nashville, TN TEMA OFFICE
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 10-7-4-504 (3)
Media Recommendation: Current Format
Media Recommendation Other: Electronic
Agency Retention: 5 years
Agency Retention - Years Active: 0 years
Agency Retention - Years Inactive: 5 years
Records Center Retention Period: 0
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: 10-7-504 (3)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TEMA Servers
IT-ABC Number: N/A-TEMA Servers are with OIR
Hardware Description: TEMA Servers
Software Description: Microsoft SQL Microsoft Access
System Location: TN Military Dept TEMA HQ 3041 Sidco Drive Nashville
Backup Procedures: Backup nightly
Disaster Recovery: Restore the files from backup
Data Migration Description: Extract-Transform-Load
Metadata Description: Type: (most files are Excel or Word), size, author, date created, date modified
Contact Information
Contact Name: Gary Beazley
Job Title: Logistics
Address 1: 3041 Sidco Dr.
Address 2:
City: Nashville
Zip: 37204
Phone: 615-253-3396
Email: gbeazley@tnema.org
Agency: Dept. of Military
Agency Head: MG Terry M. Haston
Director: David Purkey
Allotment Code: 34104
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-29-2015 No recommended changes.
Tennessee State Libary and Archives: 10-29-2015 No recommended changes.
Comptroller Audit Review: 2015-10-30 We have reviewed RDA 2511 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-08-2016 All Changes are Complete.
RMD Director Recomendations: 02-10-2016 RDA 2511 is a request to revise an RDA. The Abstract Cut Off, and Disposition have been updated. The retention period will increase from three years to permanent in agency. The format will remain paper/electronic. Recommend approval of request to revise RDA 2511.
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2511.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
942 2511 2016-02-25 Approved