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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW39
Database ID: 2046
Record Series Title: Title VI Annual Report
Record Series Abstract: Agency copy of Annual Reports and supporting documentation submitted to the Federal Government or TN Human Rights Commission.
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)/Strategic Technology Solutions (STS). Agency records are destroyed at the end of five years.
View Signed Form: View Form
Worksheet
Worksheet ID: 2049
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: 2006 - 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, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Agencies as required
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Five years
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 4
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Title VI, 42 U.S.C. § 2000d
Record Sample: No 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 Strategic Technology Solutions (STS).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the 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 the 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 the 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: Jasmine Taylor
Job Title: Records Analyst
Address 1: 312 Rosa L. Parks Ave.
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-4572
Email: jasmine.p.taylor@tn.gov
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-26-2017 No recommended changes
Tennessee State Library and Archives: 02-04-2017 No recommended changes.
Comptroller Audit Review: 2017-01-30 We have reviewed RDA SW39 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-09-2017 Agency concurs
RMD Director Recommendations: 03-06-2017 RDA SW39 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 SW39.
Signed Form Received: 2017-03-06
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves Statewide 39
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2046 SW39 2017-03-28 Approved