An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1554
Effective Date
Record Series Abstract
Records consist of copies of paid warrants, checks, drafts, and returned items drawn on and cleared through the State Trust of Tennessee.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
12
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files before 2009 are stored in paper format and on microfilm at the state records center. The microfilm is a duplicate copy of rolls held by TCRS; these files will not be converted and will be stored at the state records center in their current format until their destruction. All documents after 2009 are created and maintained electronically in a FileNet database. Records are maintained for 12 years and then destroyed by state approved methods.
Worksheet
Record Location
Andrew Jackson Building, 14th floor
File Arrangement
Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Paper
Film
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Film: Microfilm
Date Range
1970s to Current
Agency
Allotment Code
309
Annual Accumulation
Volume in FileNet
Current Volume
Volume in FileNet; previous data is 40 Gigabyte electronic
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS
Essential Record
Yes - Original
Essential Record Stored
Essential record stored electronically in agency in FileNet database
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
12 years
Records Center Retention Period
12 years (pre 2009 physical records); records at VRC will be scheduled for destruction after this RDA's 12 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 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)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-04-2022
We have reviewed RDA 1554 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
Agency concurs with recommendations.
RMD Director
04-11-2022
RDA 1554 is a request to revise an RDA. The retention period will change from thirty to twelve years and then destroy. The format will be paper/electronic/film. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 1554.
Public Records Commission
04-25-2022
PRC approves RDA 1554