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State Warrants, Checks, and Drafts

RDA Number
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
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
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 30 years and then destroyed by state approved methods.
Record Location
Andrew Jackson Building, 14th floor
File Arrangement
Date Range
1970s to current
Annual Accumulation
unknown volume in FileNet
Current Volume
unknown volume in FileNet; previous data is 40 Gigabyte electronic
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in agency in FileNet database
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Agency Retention
30 years
Records Center Retention Period
System Name
Hardware Description
OIR Controlled
Software Description
OIR Controlled
System Location
OIR Controlled
Backup Procedures
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR's South Data Center is to mirror the information at OIR's North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766
Disaster Recovery
OIR conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR's North Data Center for both operations and data. If both OIR's South Data Center and OIR's North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description
OIR Controlled
Legacy Revision UUID