An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10192
Effective Date
Record Series Abstract
THE PERSONAL PROPERTY DATA INCLUDES PROPERTY CHARACTERISTICS, OWNERSHIP AND VALUE OF ITEMS SUCH AS INVENTORY, VEHICLES AND TOOLS THAT ARE ASSESSABLE FOR PERSONAL PROPERTY TAX PURPOSES.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When company goes out of existence.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are kept in electronic format for 5 years after the company goes out of existence. After retention time, records are purged from system by state approved methods.
Worksheet
Record Location
Comptrollers Office and OIR
File Arrangement
jurisdiction
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30709
Annual Accumulation
2 gb
Current Volume
10 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
They are stored in locked filing cabinets in each of our regional offices. Office locations are Nashville, Jackson, Murfreesboro, Knoxville, Greeneville and Cookeville, TN
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
IMPACT (ECM)
Hardware Description
IMPACT is a n-tier .NET application which includes Web, App, Reports, and database servers.
Software Description
IMPACT is a vendor (Tyler Technologies)supplied .NET solution with an Oracle 11G backend.
System Location
Cordell Hull Building
Backup Procedures
Backup procedures include nightly tapes, which are stored off-site (Iron-Mountain), as well as nightly replication of the database to the COT DR site.
Disaster Recovery
The recovery time objective for IMPACT is 8 hours. The DR scenario assumes that the necessary network infrastructure and connectivity is in place. In the event of a disaster the IMPACT System Administrator would simply redirect the URL to the DR URL and/or publish the DR URL.
Data Migration Description
Data is stored in an Oracle RAC database. Any plan to migrate the data must take in consideration that the data must remain in it's existing format or conversion programs must account for any difference.
RDA Comments
Records Management Division (RMD)
08-13-2015
No recommended changes
Tennessee State Library and Archives
08-13-2015
No recommended changes.
Comptroller Audit Review
08-13-2015
We have reviewed RDA 10192 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-19-2015
no changes
RMD Director
09-22-2015
RDA 10192 is a request to revise an RDA. The retention period will increase from zero years to five years and destroy. Format will remain electronic. Recommend approval of request to revise RDA 10192.
Public Records Commission
10-13-2015
PRC approves RDA 10192.