An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11114
Effective Date
Record Series Abstract
Tax-Exempt bond transcripts, accounting records, supporting documents, and other related records related to the issuance of State debt, and debt of other state programs.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Fiscal year end of final maturity of the Debt
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Hard copy of records to be maintained in agency for one fiscal year with the exception of the original Bond Transcript, which shall be held in agency until final maturity date. Records shall be electronically scanned and verified for completeness and accuracy and stored. Hard copies stored as back-up in Record Retention center until end of retention period. End action is to destroy documentation by State approved methods.
Worksheet
Record Location
Cordell Hull Building, Division of State Government Finance/COT, 4th Floor 425 Rep. John Lewis Way N, Nashville, Tennessee 37243-3400
File Arrangement
By Board and by Date
Date Range
to
Agency
Allotment Code
30707
Annual Accumulation
3 Cu.Ft. (paper), 2 GB (Electronic)
Current Volume
120 Cu. Ft. (paper), 5.5 GB (Electronic)
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Agencies, i.e. Internal Revenue Service, Securities Exchange Commission, Municipal Securities Rulemaking Board, investment entities, open records to TN residents
Essential Record
Yes - Original
Essential Record Stored
Cordell Hull Building, 4th Floor, Division of State Government Finance
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
IRS Code section 6001
Electronic Records Plan Inventory
System Name
KnowledgeLake
Hardware Description
Cloud/SharePoint Online
Software Description
KnowledgeLake - Content Management Solution
System Location
Department of the Comptroller
Backup Procedures
2 daily backups are retained for one year
Disaster Recovery
Cloud hosted/managed by vendor
Data Migration Description
Department of Comptroller Maintained and Supported
RDA Comments
Records Management Division (RMD)
03-22-2018
No recommended changes.
Tennessee State Library and Archives
03-26-2018
No recommended changes.
Comptroller Audit Review
03-22-2018
We have reviewed RDA 11114 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-26-2018
No changes.
RMD Director
03-29-2018
RDA 11114 is a request to revise an RDA. The retention period will remain six years and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11114.
Public Records Commission
04-25-2018
PRC approves RDA 11114.