An official website of the Tennessee Secretary of State.
Core Data
RDA Number
925
Effective Date
Record Series Abstract
Case control documents, interview memorandums, file correspondence, and taxpayer records.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Final adjudication or resolution.
Total Retention Years
20
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off when the matter reaches final adjudication or resolution. Paper records may be scanned onto server, and once verified for accuracy, paper will be destroyed. The files will then be destroyed by state-approved methods after twenty years.
Worksheet
Record Location
500 Deaderick Street, Andrew Jackson Bldg.
File Arrangement
Alphanumeric
Media Format Generated
Both
Date Range
1980 - Current
Agency
Allotment Code
34701
Annual Accumulation
12 cu. ft., 6 GB, 4 rolls
Current Volume
265 cu. ft., 131 GB, 80 rolls
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Internal Revenue Service
Essential Record
Yes - Original
Essential Record Stored
500 Deaderick Street, Andrew Jackson Building or Revenue File Server
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 67-1-1702
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20 Years 0 Months
Records Center Retention Period
0
Retention Legal Citation
YES, TCA 67-1-1702
Electronic Records Plan Inventory
System Name
Revenue File Servers
Hardware Description
Network Attached Storage (NAS)
Software Description
Word, Excel, PDF, documents and images
System Location
Strategic Technology Solutions (STS) South Data Center hosts the Revenue servers that comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
STS data backup procedures consist of daily incremental back ups, and weekly total back ups on the weekend. The process for backing up data from STS South Data Center is to mirror the information at the STS North Data Center, and then create a weekly back up tape.
Disaster Recovery
Disaster starts with a ticket or remedy request placed with STS for network recovery following STS recovery procedure with a goal of 8 hours.
Data Migration Description
Data is stored on the file servers with the appropriate file extensions.
RDA Comments
Records Management Division (RMD)
03-22-2018
Information Shared Outside of State: needs to be yes. Why is essential media type microfilm if these are not produced on microfilm? Update 3/23/18: Agency agreed with RMD recommendations and the RDA was updated to reflect change.
Tennessee State Library and Archives
03-26-2018
No recommended changes.
Comptroller Audit Review
03-22-2018
We have reviewed RDA 2364 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2018
Agency concurs.
RMD Director
04-02-2018
RDA 925 is a request to revise an RDA. The retention period will change from ten years to twenty years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 925.
Public Records Commission
04-25-2018
PRC approves RDA 925.