An official website of the Tennessee Secretary of State.
Core Data
RDA Number
729
Effective Date
Record Series Abstract
Forms FAE 170 Franchise and Excise Tax Return after the year 2000, FAE 174 Franshise and Excise Financial Institution and Captive Real Estate Investment Trust Tax Return, FAE 183 Franchise, etc.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
12
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are to be cut off at the end of the calendar year. Records in electronic will be maintained in agency for 12 years. Paper records will be held for one year then will be scanned onto server then maintained for 11 years., once verified for accuracy, paper will be destroyed . After 12 years records will be destroyed by state approved methods.
Worksheet
Record Location
500 Deaderick St. Nashville, TN 37242 13th floor, Central Files
File Arrangement
Returns are filed in document locater number
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
34716
Annual Accumulation
475 Cu. Ft.; 225,000 single page documents on server
Current Volume
1,200 Cu. Ft.; 341,250 single page documents on server
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
IRS.
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year paper, 11 years FileNet.
Records Center Retention Period
0 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Revenue Servers
Hardware Description
Windows and Linux servers with storage area network (SAN) and network attached storage (NAS).
Software Description
Software supports vehicle titling and registration, filing of tax returns, revenue collection, and the enforcement/auditing of taxes.
System Location
Strategic Technology Solutions’ (STS) South Data Center, North Data Center, and Amazon Web Services (AWS) host the Revenue servers that comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
All physical and virtual servers run full system file level backups daily. On the first day of each month, all servers perform a flagged, full monthly system backup. Each system backs up the data for the servers at the STS South Data Center and replicates that data to the STS North Data Center.
Disaster Recovery
Disaster recovery starts with a ServiceNow ticket placed with STS for server and data recovery. Disaster Recovery tests are completed annually. STS North Data Center is the disaster recovery site.
Data Migration Description
Data are housed in SQL server databases. If there were need for migration, it would occur by STS database administrators.
RDA Comments
Records Management Division (RMD)
06-04-2015
No recommended changes.
Tennessee State Library and Archives
06-04-2015
No recommended changes.
Comptroller Audit Review
06-08-2015
We have reviewed RDA 729 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-08-2015
Agrees with Records Mgmt., Audit and TSLA.
RMD Director
06-09-2015
RDA 729 is a request to revise an RDA. The retention period will change from twenty-three years to twelve years. The format will change from paper to electronic. Recommend approval of RDA 729.
Public Records Commission
06-23-2015
PRC approves RDA 729.