An official website of the Tennessee Secretary of State.
Core Data
RDA Number
921
Effective Date
Record Series Abstract
Records include, but are not limited to: Appeal and Exemption Forms and Related Documents, Exemption Determination Notices, County Board Decisions, Docket Notices and Decisions and Orders.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Date of last action or expiration of appeal deadline
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records of all actions of the State Board of Equalization (SBOE) and the Assessment Appeals Commission, including exemption determination notices, shall be maintained electronically for 10 years from the date of last action (TCA 67-5-1513) and then destroyed by state approved methods. SBOE will no longer generate paper, and all past paper records will be scanned and verified and the paper will be destroyed.
Worksheet
Record Location
Comptroller approved electronic storage system
File Arrangement
chronological and by county
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1980 - current
Agency
Allotment Code
307.11
Annual Accumulation
217 GB Electronic
Current Volume
222 GB Electronic; 270 cu. ft.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Electronic storage system
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years electronic
Retention Legal Citation
TCA 4-5-319 and 67-5-1513
Electronic Records Plan Inventory
System Name
Enterprise FileNet System (or any program that modernizes or replaces FileNet)
Hardware Description
Windows Server 2008 R2 / SQL Server 2008 R2SP2
Software Description
Currently it is the Enterprise FileNet 4.5 - IBM FileNet P8 Platform (IBM FileNet Content Engine, IBM FileNet Process Engine, IBM FileNet Application Engine, IBM FileNet Rendition Engine, but it is subject to change as technology is replaced or updated.
System Location
STS Data Centers
Backup Procedures
Currently, only standard, file level backup services are offered. Full backups are done each weekend with incremental backups.
Disaster Recovery
Currently STS maintained and supported.
Data Migration Description
Currently STS maintained and supported.
RDA Comments
Records Management Division (RMD)
02-09-2017
No recommended changes.
Tennessee State Library and Archives
02-09-2017
No recommended changes.
Comptroller Audit Review
02-13-2017
We have reviewed RDA 921 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-16-2017
No changes
RMD Director
02-28-2017
RDA 921 is a request to revise an RDA. The retention period will remain ten years and destroy and the format electronic. the Title, Abstract Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 921.
Public Records Commission
03-28-2017
PRC approves RDA 921.