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Records Management
Tennessee Public Records Commission Meeting May 27, 2014
(Published: May 19, 2014)
Tennessee Public Records Commission Meeting February 20, 2014
(Published: February, 2014)
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 Contact Information
Main Line: 615-741-5739

Alice Drummond, Records Manager
Alice.Drummond@tn.gov

Kevin Callaghan, Director of Records Management
Kevin.Callaghan@tn.gov

Theron Lacy, Clerk
Theron.Lacy@tn.gov

Molly Fay Lester, Records Manager
Molly.Fay.Lester@tn.gov

Glen Cox, Store Keeper
Glen.Cox@tn.gov

Mailing Address:
Division of Records Management
TN Tower, 8th Floor
312 Rosa L. Parks Avenue
Nashville, TN 37243


Records Management Training
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.

Resources:

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.


PRC Meeting Information
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 Records Management Division and discuss any records projects or outdated policies and procedures. These meetings are open to the public. See TCA §§10-7-301 through 10-7-306.

For more information:


RDA Application
View RDAs


Electronic Forms


Recent Communications


Record Holding Reports
2012 Record Holding Reports


Department Training Power Points