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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2556
Database ID: 978
Record Series Title: State Highway Construction Estimate Files
Record Series Abstract: Construction Bid Analysis, estimate files,project reference sheets,plan cost sheets, project item cost sheets. Construction estimate files used to quantify the various pay items calculated to be used in the construction of the respective project. A unit price is assigned to each item by a DOT estimator
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When structure is destroyed or replaced
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After Cut off: Retain paper records in agency (5) five years, then destroy by state approved methods. Older records on microfilm are kept in agency five years after cut off, then destroyed by state approved methods. Microfilm is no longer being generated.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 978
Record Location: 505 Deaderick St Suite 400
File Arrangement: Chronological
Media Format Generated: Paper
Media Format Stored: Paper/Film
Date Range: 1991-current
Annual Accumulation: 2 cu. ft.
Current Volume: 72 cu ft. film 3 rolls
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 10
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 5
Data Update Frequency: Yearly
Information Shared Outside of State: Yes
If Shared, List Agencies: FHWA Federal Highway Administration
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Yes, 49 cfr 18.42
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: Rhonda Coleman
Job Title: Records Coordinator
Address 1: James K. Polk Bldg. Suite 400
Address 2: 505 Deaderick St
City: Nashville
Zip: 37243
Phone: 615-253-2898
Email: Rhonda.Coleman@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Wayburn Crabtree
Allotment Code: 403.40
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 11-06-2014 Recommend changing the cut off to After last expenditure report is issued. to match CFR language.
Tennessee State Libary and Archives: 11-06-2014 TSLA concurs in RMD comment.
Comptroller Audit Review: 2014-11-10 We have reviewed RDA 2556 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-24-2015 TDOT concurs with changing cut off to \"After last expenditure report is issued\". We would also like to change the retention to 10 years. No other recommended changes.
RMD Director Recomendations: 02-26-2015 RDA 2556 is a request to revise an RDA. The retention period will change from three years to ten years. The agency concurs with the recommendation to have the cut off match the CFR language After last expenditure report is issued. Recommend approval of RDA 2556.
Signed Form Received: 2015-02-25
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
978 2556 2015-03-30 Approved
2634 2556 0000-00-00 Pending