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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW42
Database ID: 2191
Record Series Title: Unsuccessful Grant Applications
Record Series Abstract: This series includes a record of proposals that have been denied funding or for which no award decision has been made by the funding state agency. Series includes, but not limited to, proposal for grant, correspondence, notes, project/planning files, grant evaluation summaries, letters of denial, and other related documentation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Calendar year of when grant is denied
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be cut off the calendar year of when grant is denied. 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 systems that meet or exceed standards of Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
View Signed Form: View Form
Worksheet
Worksheet ID: 2192
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: 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, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Essential Records stored in agency and state records center.
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 4
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 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: The 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 Type: PDF Images Date Created File Size Title
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Blvd.
Address 2: 8th Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@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 SW42 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 SW42 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 SW42.
Signed Form Received: 2017-03-06
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves Statewide 42
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2191 SW42 2017-03-28 Approved