An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10061
Effective Date
Record Series Abstract
EMPLOYER MASTER FILE INCLUDES OWNERSHIP, BUSINESS NAME, FEDERAL EMPLOYER IDENTIFICATION NUMBER(FEIN), BUSINESS TYPE, CONTACT INFORMATION,LEGAL ACTION CODES, POWER OF ATTORNEY (POA), COUNTY, AREA, AUDITOR ASSIGNMENT, 1ST EMPLOYMENT AND LIABILITY DATES, AS WELL AS OTHER INFORMATION USED FOR THE PURPOSE OF COLLECTING UNEMPLOYMENT INSURANCE PREMIUMS.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar Quarter
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and employer information is manually entered into the Unemployment Insurance tax database, then paper records are destroyed in accordance with state requirements. Maintain on bull mainframe in agency until account has been canceled for 10 years. Data is then purged from the system and destroyed in accordance with state requirements.
Worksheet
Record Location
220 French Landing, Nashville, TN 37243
File Arrangement
STATE ACCOUNT NUMBER
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1936-Present
Allotment Code
33720
Annual Accumulation
1 GB or One Virtual Tape
Current Volume
1 GB or One Virtual Tape
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS
Essential Record
Yes - Original
Essential Record Stored
Data Center Iron Mountain
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 50-7-701
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 YEARS
Retention Legal Citation
YES, TCA 50-7-701.
Electronic Records Plan Inventory
System Name
Bull Mainframe
Hardware Description
VIRTUOSO MEDIA STORAGE
Software Description
Cobol 74 - UFAS Indexed sequential
System Location
DATA CENTER IN PHOENIX, AZ
Backup Procedures
FILES ARE BACKED UP NIGHTLY
Disaster Recovery
MAINFRAME DATABASES ARE BACKED UP ANNUALLY IN PHOENIX, AZ. SYSTEM WAS RE-CERTIFIED IN DECEMBER 2015. COMPLETE DISASTER RECOVERY PLAN IS ON FILE WITH THE AGENCY'S IT SECURITY DIRECTOR.
Data Migration Description
Data is manually entered into the Bull mainframe.
RDA Comments
Records Management Division (RMD)
01-07-2016
No recommended changes, but in future please spell out acronyms. 1/8/15: Agency has provided terminology for Calendar Quarter as \\\\\\\"one of the four periods of three months each of a calendar year.\\\\\\\"
Tennessee State Library and Archives
01-07-2016
TSLA concurs in RMD comments.
Comptroller Audit Review
01-07-2016
We have reviewed RDA 10061 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-12-2016
ADDED ADDITIONAL INFORMATION REQUESTED. Allotment Code should be 33720 instead of 33710 No comments
RMD Director
02-11-2016
RDA 10061 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will remain ten years. The format will remain electronic. Recommend approval of request to revise RDA 10061.
Public Records Commission
02-25-2016
PRC approves RDA 10061.