Tennessee Public Records Meeting November 20, 2013
(Published: November 6, 2013)
As of October 2012, the Office of the Secretary of State began oversight of the Records Management Division.
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, 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 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 Training
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.
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/.
PRC Meeting Information
For more information:
Record Holding Reports