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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA Management System
RDA Details
Database ID: 2014
Record Series Title: Communication Databases
Record Series Abstract: Databases used for the collection of information to facilitate in communication and correspondence with the public. Includes spreadsheets/lists in paper format if an agency utilizes instead of electronic. Examples may include mailing lists for magazine or newsletter subscriptions, communication tracking systems, requests for publications, and agency/news updates.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Each Calendar Year or when agency no longer utilizes the mailing list, whichever is longer.
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)/Strategic Technology Solutions (STS). 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: 2016
Record Location: Records officer shall keep documentation of specific location.
File Arrangement: alpha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 1
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
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: 0
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No 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 Strategic Technology Solutions(STS)
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions(STS) . Agency shall use File Types and Formats that are considered High Confidence by STS.
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 Strategic Technology Solutions (STS). 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 Strategic Technology Solutions(STS). 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:
Address 1: 312 Rosa L. Parks Avenue
Address 2: 8th Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 305.13
Action Requested: New RDA
  Date Comments
Records Management Division (RMD): 05-19-2016 No recommended changes
Tennessee State Library and Archives: 05-19-2016 No recommended changes.
Comptroller Audit Review: 2016-05-20 We have reviewed RDA SW31 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-23-2016 Agency concurs, thank you.
RMD Director Recommendations: 05-30-2016 RDA SW31 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW31.
Signed Form Received: 2016-05-31
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves Statewide 31
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2014 SW31 2016-06-22 Approved