An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1153
Effective Date
Record Series Abstract
Record series includes property claims and any provided supporting documentation, including, but not limited to: copies of driver licenses, Social Security numbers, death certificates, and wills. Holder reports contain detailed information regarding the property and to whom it belongs, and may include a verification page and copies of checks. Audit reports provide status updates. Compliance reports may include Compliance Disclosure Agreement (CDA) requests, requests for extension of time to file, penalty calculation sheets, security statements, and stock sale documentation.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records have been filmed since 1979. Incoming documents are now scanned when received, and paper records are shredded/destroyed after verification of electronic record; scanned images are kept 10 years and deleted. However, information entered into the fields of the database is stored permanently for internal control and reporting purposes, as UCP must pay all claims with no statute of limitations.
Worksheet
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
numeric
Date Range
to
Agency
Allotment Code
309
Annual Accumulation
10 Gigabyte electronic
Current Volume
600 Gigabyte electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in agency database
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 4-4-125 (Dissemination of social security numbers); TCA 66-29-154 (Unclaimed Property -- Confidentiality of records)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
permanent
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
System meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Hardware Description
System Hardware meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Software Description
System Software meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Backup Procedures
System Backup Procedures meet or exceed STS requirements. Information not publicly listed due to security reasons.
Disaster Recovery
System Disaster Recovery meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Data Migration Description
System Data Migration meets or exceeds STS requirements. Information not publicly listed due to security reasons.
RDA Comments
Records Management Division (RMD)
02-26-2015
No recommended changes.
Tennessee State Library and Archives
02-27-2015
No recommended changes.
Comptroller Audit Review
02-27-2015
We have reviewed RDA 1153 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-02-2015
Agency concurs.
RMD Director
RDA 1153 is a request to revise an RDA. The retention will be ten years and permanent and the format paper/electronic/film. Recommend approval of RDA 1153.
Public Records Commission
03-30-2015
RDA 1153 approved by the PRC.