Tennessee Department of General Services
Steven G. Cates, Commissioner

The Records Management Division (RMD) was established by Tennessee Code Annotated 10-7-303 to assist state agencies in establishing systematic controls for the efficient use and sound preservation of state records. The Division serves as the primary records management agency for the state of Tennessee and provides professional consultative and analytical records management leadership to agencies. This guidance aids in the appropriate development, utilization, disposition, retention, and destruction of records.

The Records Management Division is further directed by the Public Records Commission (PRC) to serve as administrative liaison between state agencies and the PRC; to establish procedural guidelines for paper and electronic records oversight and retention; and to coordinate efforts supporting the state's Paperwork Reduction and Simplification Act of 1976 (TCA 4-25-101).

**EFFECTIVE IMMEDIATELY, per the recent Public Records Commission meeting, General Services Records Management was given authorization to destroy all boxes due for destruction at Richards & Richards by the end of 60 days after notice has been sent to the agencies (per the typical R&R Disposal Report). If agencies communicate to DGS Records Management within 60 days that their records at R&R need to be retained due to litigation or audit holds, then those will be retained. Otherwise, the records due for destruction will be destroyed.**

Records Management Quick Links:

• Training Schedule
  
• PRC Meeting Information
• Contact Information
  
• Intranet for State Employees
• Public Records Commission Meeting
  

*For forms and publications management, see the Division of Printing & Media Services

Mailing address:
Dept of General Services – Records Mgt
TN Tower, 22nd Floor
312 Rosa L Parks Avene
Nashville, TN 37243

A successful, cost-effective records management program is dependent upon consistent, comprehensive training of records officers, coordinators, and others who must touch state records. Understanding of the five W's of records management, Who, What, When, Where, Why, is paramount in empowering teams of records managers within each agency.

Records management training and workshops are offered to assist state agencies with their records management programs. Classes can be customized for individual agencies to meet special training needs. Our staff is also available to speak at agency conferences and meetings upon request.

Current DGS Training Schedule

To register for DGS Records Management training, please contact:

      Stephanie Moseley
      615-253-3738
      Stephanie.Moseley@tn.gov

*For information about electronic record keeping (eRecords) and available training, please visit the Finance & Administration Office of Information Resources (F&A OIR) page at http://intranet.tn.gov/finance/oir/erecords/.

*The Electronic Record Policy created January 2010 and updated May 2011 can be found here.

The Public Records Commission was created by statute to determine and order the proper disposition of state records. The PRC meets at least twice annually to receive an update report from the General Services Records Management Division and discuss any records projects or outdated policies and procedures. These meetings are open to the public. See TCA 10-7-30 through 10-7-306.

For additional information:

• PRC Rules
  
• PRC Meeting Minutes
  
• TN State Library & Archives
  
  

Records Management Administration - The Records Analysis Team oversees creation, revision and deletion of Records Disposition Authorizations (RDAs), and coordinates recovery and restoration efforts for records affected by catastrophic events.

      Elizabeth Crawford, Management Consultant
      615-741-2293
      Elizabeth.C.Crawford@tn.gov

      Pennye Neal, Records Manager
      615-741-5739
      Pennye Neal@tn.gov

Records Management Operations - The Records Operations Team oversees all logistical operations including the indexing, storage, retrieval and disposition of records stored at the state records center.

      Alice Drummond,
      615-350-3373
      Alice.Drummond@tn.gov

Publication Requests and Forms Review/Micrographics - see the Division of Printing and Media Services

      Tammy Golden, Director
      615-741-4198
      Tammy.Golden@tn.gov

      Michael Cook, Forms Coordinator
      615-741-0448
      Michael.Cook@tn.gov