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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11363
Database ID: 2588
Record Series Title: Miscellaneous County Election Records
Record Series Abstract: Records series intended to include all records received from county election officials which are not required to be submitted to the Division of Elections and are not needed for the conduct of the Divisions' business. Records received are inconsistent and may not received from all counties. Examples of such records includes: machine tapes; election summary reports; early and absentee voter lists (printed copy); and, the Certificate of Election Results completed at each polling place.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be sent to SRC immediately following the closing of the election contest period and maintained by the SRC for 5 years. At the end of 5 years, the documents will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2785
Record Location: State Records Center
File Arrangement: Alphabetically by County
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2010-present
Annual Accumulation: 2.5 cu. ft.
Current Volume: 23 cu. ft.
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
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:
Media Recommendation Other:
Agency Retention: Records will be sent to SRC upon the close of the election contest period for each election conducted in the State.
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 5
Records Center Retention Period: 5
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Britney McDaniel
Job Title: Executive Assistant
Address 1: 312 Rosa L. Parks Ave
Address 2: WR Snodgrass Tower, 7th Floor
City: Nashville
Zip: 37243
Phone: 615253-4583
Email: Britney.McDaniel@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director: Mark Goins
Allotment Code: 30501
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-17-2019 Agency provided audit requirements. No recommended changes.
Tennessee State Libary and Archives: 10-17-2019 No recommended changes.
Comptroller Audit Review: 2019-10-17 We have reviewed RDA 11363 from an audit standpoint. Please set the audit requirements to “State”.
Agency: 10-18-2019 No recommended changes.
RMD Director Recomendations: 10-23-2019 RDA 11363 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper. Recommend approval of request to create RDA 11363.
Signed Form Received: 2019-10-24
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 11363.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2588 11363 2019-11-12 Approved