An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11095
Effective Date
Record Series Abstract
Records document the formation and continuance of the 401(k) and 457(b) plans for the State of Tennessee. Documents include, but are not limited to: executed plan documents, amendments, determination letters from the IRS, and other plan-related documents. Record series also includes resolutions and participating employer agreements between the state and political subdivisions.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off at the termination of plan.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Incoming records are scanned; paper files are shredded after verification and electronic copies stored in a third party agency database. Records are maintained for 10 years and then destroyed by state approved methods.
Worksheet
Record Location
Andrew Jackson Building, 13th floor
File Arrangement
alpha and numeric
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
309
Annual Accumulation
20 Megabyte electronic
Current Volume
166 Megabyte electronic
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in third party agency database
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
System meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Hardware Description
System Hardware meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Software Description
System Software meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Backup Procedures
System Backup Procedures meet or exceed STS requirements. Information not publicly listed due to security reasons.
Disaster Recovery
System Disaster Recovery meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Data Migration Description
System Data Migration meets or exceeds STS requirements. Information not publicly listed due to security reasons.
RDA Comments
Records Management Division (RMD)
02-26-2015
No recommended changes.
Tennessee State Library and Archives
02-26-2015
No recommended changes.
Comptroller Audit Review
02-27-2015
We have reviewed RDA 11095 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-02-2015
Agency concurs.
RMD Director
03-04-2015
RDA 11095 is a request for a new RDA. The retention period will be ten years and destroy. The format will be electronic. Recommend approval of RDA 11095.
Public Records Commission
03-30-2015
Approved by the PRC.