An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1321
Effective Date
Record Series Abstract
Records document employer and employee contributions to the Tennessee Consolidated Retirement System (TCRS) for state and local government employees. Records also contain detailed employee salary information.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Prior to July 2014, records for CRIS, the old retirement system database, were generated and stored in paper format; some documents were also submitted and kept on floppy disks or CDs. These documents will remain at the state records center in their current format until destruction date. Beginning July 2014 with Concord, the successor to CRIS, all documents are generated and stored electronically in an agency database. Records are maintained for 5 years and then destroyed by state approved methods.
Worksheet
Record Location
Andrew Jackson Building, 14th floor
File Arrangement
alpha numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Other
Paper: Sheet
Date Range
1980s to Current
Agency
Allotment Code
309
Annual Accumulation
500 Megabyte electronic
Current Volume
400 Megabyte electronic; 101 cubic feet paper
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Maintained in an agency database
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 4-4-125 (Dissemination of social security numbers), TCA 10-7-504 (Confidential records -- exceptions)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
5 years (pre July 2014 physical records); records at VRC will be scheduled for destruction after this RDA's 5 year retention is approved.
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 meets 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)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
03-31-2022
No recommended changes.
Comptroller Audit Review
04-04-2022
We have reviewed RDA 1321 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-04-2022
Agency concurs with recommendations.
RMD Director
04-11-2022
RDA 1321 is a request to revise an RDA. The retention period will change from ten years to five years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1321.
Public Records Commission
04-25-2022
PRC approves RDA 1321