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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW36
Database ID: 2109
Record Series Title: Original Captured Media
Record Series Abstract: Finished products of video, audio and digital images captured and produced of official agency business created and used by the employees of the agency.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Maintain in agency for five (5) years then transfer to Tennessee State Library and Archives in recommended format for permanent retention. Corresponding metadata will be transferred in a pre-approved format.
View Signed Form: View Form
Worksheet
Worksheet ID: 2111
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: Agency records officer shall keep documentation of annual accumulation.
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of total volume.
Record Value: Administrative, Legal
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:
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation: TCA 10-7-502
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 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 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: The 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: Records Management
Job Title:
Address 1: 312 Rosa L. Parks Ave.
Address 2: 8th floor
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@tn.gov
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 305.13
Status
Action Requested: New RDA
Comments
  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 SW36 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 SW36 is a request for a new RDA. The retention period will be five years and permanent, transfer to Library & Archives. The format will be paper/electronic. Recommend approval of request to create RDA SW36.
Signed Form Received: 2016-05-31
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves Statewide 36
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2109 SW36 2016-06-22 Approved