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Voluntary Tax Liens

RDA Number
11331
Effective Date
Record Series Abstract
Records Series consists of Voluntary Tax Lien filings and associated documents submitted to Division of Business Services.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received in paper format in the Division of Business Services. Records are then scanned into the TN-BEAR database. Records are maintained in both paper and electronic format for 30 years and then destroyed.
Record Location
312 Rosa L. Parks Ave. 6th Floor Nashville, TN 37243
File Arrangement
Chronologically by Date Received
Media Format Generated
Paper
Date Range
to
Allotment Code
30501
Annual Accumulation
0.02 cubic feet, 2MB
Current Volume
0.5 cubic feet, 10 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
312 Rosa L. Parks Ave. 6th Floor Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 years.
Records Center Retention Period
0
System Name
TN-BEAR (Tennessee Business Entity & Annual Report) System
Hardware Description
The database and server are hosted on virtual servers hosted in the State's data centers.
Software Description
The software is built using current Microsoft technologies, to collect and record details, generate and store digital image of records, monitor the status and history of records and provide search/reporting/correspondence capabilities relating to the stored records.
System Location
State Data Center North, State Data Center South
Backup Procedures
The database is backed up to disk and then backed up to tape. The tape is stored off-site. The database log is backed up every five minutes, the database is backed up every hour. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
The database is restored from the most recent known good backup.
Data Migration Description
Records are maintained in the TN-BEAR database throughout the retention period.
Records Management Division (RMD)
03-14-2019
No recommended changes.
Tennessee State Library and Archives
03-15-2019
No recommended changes.
Comptroller Audit Review
03-18-2019
We have reviewed RDA ID 2528 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-01-2019
No recommended changes.
RMD Director
04-09-2019
RDA 11331 is a request to create an RDA. The retention period will be thirty years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11331.
Public Records Commission
05-22-2019
PRC approves RDA 11331