Core Data
RDA Number
2438
Effective Date
Mon, 10/20/2025
Record Series Abstract
Employer Quarterly Wage and Premium Reporting Forms and Payments for Unemployment Insurance (UI) Taxes. Records also include any adjustments made to total and taxable wages and premiums due/paid on premium/wage reports.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and cut off at the end of the calendar year. The records are then scanned to an STS maintained server. Once the records are verified on the server, the paper is destroyed in accordance with state requirements. Beginning in 2025, the records are stored electronically for the duration of the 7-year retention period. At the end of the retention period the electronic records are destroyed in accordance with state requirements.
Worksheet
Record Location
220 French Landing Drive, Nashville, TN 37243
File Arrangement
Arranged in processing batch number order.
Media Format Generated
Electronic
Paper
Date Range
1936 to Current
Allotment Code
33720
Annual Accumulation
ANNUAL FILM ACCUMULATION PRIOR TO 2012: 660 cubic feet ELECTRONIC: 21 GB
Current Volume
FILM: 700 cubic feet ELECTRONIC: 320 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS
Essential Record
Yes - Original
Essential Record Stored
220 French Landing Drive, Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
50-7-701
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Retention Legal Citation
TCA 50-7-701
Electronic Records Plan Inventory
System Name
FILENET V5.2.0
Hardware Description
The images are either on Labor's physical server CG0119779WA004 when scanned or the virtual server CG0119006WA001 when exported to FairFax and then transferred to the Enterprise FileNet servers AG03SDCWA00092 and AG03SDCWA00093.
Software Description
SoftTracODBC is used to create the image files and then export them to FairFax where they along with a 'token' file are processed through several passes of modules depending on the batch type. The images along with certain data are then sent to the FileNet MTOM web service running on AG03SDCWA00092 and AG03SDCWA00093.
System Location
The IBML scanner and SoftTrac server (cg0119779wa004) are located in the Cashier's Unit secured work area. The QMServer (cg0119006wa001)is located in the South Data Center. The images in FileNet are on the Hitachi HDI and the associated data in the Enterprise SQL Server environment both in OIR's Data Centers.
Backup Procedures
OIR does nightly incremental backups of the North and South data centers.OIR does weekly full backups of the North and South data centers.
Disaster Recovery
Remedy request sent to ECM to restore from last backup tape.
Data Migration Description
FairFax transfers the images to a MTOM based web service which imports them into FileNet.
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 2438 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thu, 09/25/2025
Agency concurs with recommendations
RMD Director
Thu, 09/25/2025
RDA 2438 is a request to revise an RDA. The retention period will change from twenty-five years to seven years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2438.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 2438
