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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA Management System
RDA Details
Database ID: 1966
Record Series Title: Hazardous Material Files
Record Series Abstract: Documentation of hazardous materials purchased, shipped, stored, or utilized by state agencies. Documents may include: inventories, shipping papers, safety documentation, utilization logs/registers, Federal or state compliance documentation(EPA,OSHA, TDEC, etc.),disposal documentation, and correspondence. Training documentation shall be stored with and covered by RDA SW19, Personnel Files. This RDA does not replace specific RDAs by an agency on specific hazardous materials or programs covered by an agency RDA.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Office of Information Resources (OIR). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
View Signed Form: View Form
Worksheet ID: 1941
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: Alpha & Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2005 - current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of current volume.
Record Value: Administrative, Historic
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Agencies, such as the Environmental Protection Agency (EPA) or Occupational Safety and Health Administration (OSHA)
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: 2
Agency Retention - Years Active:
Agency Retention - Years Inactive: 2
Records Center Retention Period: 3
Final Disposition after Retention Expires: Destroy
Legal Citation: 49 CFR 172.201
Record Sample: View Sample
Legal Documentation: View Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures system shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Office for Information Resources (OIR). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Avenue
Address 2: 8th Fl TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30500
Action Requested: New RDA
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes.
Tennessee State Library and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA SW24 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-08-2015 Agency concurs, thank you
RMD Director Recommendations: 06-09-2015 RDA SW24 is a request for a new statewide RDA. The retention period will be five years and the format paper/electronic. Recommend approval of RDA SW24.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA SW24.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1966 SW24 2015-06-23 Approved