An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2228
Effective Date
Record Series Abstract
Record Series includes but is not limited to: Records relating to the collection of premium tax and related fees by insurance companies and other related business entities conducting business in Tennessee.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in both paper and electronic format. After cut off, records are maintained in agency for 10 years in either paper or electronic format and then destroyed according to state approved methods. Paper records are maintained in Agency for 10 years then destroyed according to state approved methods. Paper copies of electronic records may be destroyed as long as the electronic file has been verified for completeness and accuracy.
Worksheet
Record Location
Davy Crockett Bldg., 500 James Robertson Pkwy. Nashville, TN 37243
File Arrangement
Alphabetical
Date Range
to
Allotment Code
335.02
Annual Accumulation
2-3 cu ft/1MB
Current Volume
20-25 cu ft/10MB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Paper/Electronic
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Retention Legal Citation
TCA 56-4-205, 56-4-206, 56-4-207, 56-4-208, 56-4-215, 56-13-114, 56-14-113, and 56-45-110.
Electronic Records Plan Inventory
System Name
NAIC 'OPT-IN'
Hardware Description
Hardware Environment SERFF and OPTins- HP Itanium based RX and RP servers for frontend (web), backend (batch) and database SBS - Virtualized Servers running on CISCO UCS blade environment
Software Description
SERFF and OPTins - HP-UX 11.31 Server OS with Frontend utilizing Oracle OHS/OAS environment for java 1.5 code and C++ CGIs. Backend mainly C++ and java 1.5 applications and database using Oracle 10G RDBMS SBS - Windows 2003 for Frontend running SunOne server for Java 1.4 applications and HP-UX 11.31 Server running Oracle 10G RDBMS for database. Batch applications run on RDBMS server
System Location
Main Processing Center - NAIC Central Office - 1100 Walnut, Kansas City, MO Co-Location/DR Center - Arsalon Technologies - 15721 College Boulevard, Lenexa, KS
Backup Procedures
Daily, weekly and monthly hot database backups are conducted along with archive logs enabling point-in-time recovery; monthly backups are retained for seven months. Daily and monthly Exchange backups are conducted; monthly backups are retained for thirteen months. Other non-database backups are conducted on a daily, weekly and monthly basis; monthly backups are retained for thirteen months. Backups are replicated to our disaster recovery site for redundancy purposes. All backups are written to disk arrays using de-duplication.
Disaster Recovery
Replication to redundant systems utilizing hardware at Co-Location Facility.
Data Migration Description
All the data associated with SBS is contained in the SBS-TN database housed at the NAIC. All data contained in the SBS-TN database is the property of the state. Data was migrated from the state's legacy systems when TN transitioned to SBS in February 2010. Currently this data is kept on a permanent basis.
RDA Comments
Records Management Division (RMD)
10-04-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 2228 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
Agency concurs with no recommended changes.
RMD Director
10-12-2018
RDA 2228 is a request to revise an RDA. The retention period will change from seven years to ten years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2228.
Public Records Commission
10-30-2018
PRC approves RDA 2228.