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Small and Minority-Owned Business Assistance (SMOB) Documents

RDA Number
11089
Effective Date
Record Series Abstract
Record series contains documentation regarding financial assistance for small and minority-owned businesses. Files include, but are not limited to: program applications, tax returns, loan payment records, financial statements, and company articles of incorporation.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Incoming documents are scanned. Once scanned, paper files are verified for accuracy and then shredded/destroyed by state approved methods. Electronic images are kept 5 years and then destroyed by state approved methods.
Allotment Code
309
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
alpha
Date Range
to
Annual Accumulation
10 Megabyte electronic
Current Volume
3 Gigabyte electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in an agency file share
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 4-4-125 (Dissemination of social security numbers)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A
System Name
Agency Shared Drive Server
Hardware Description
standard server array
Software Description
Documents are stored in PDF format on agency shared drives.
System Location
System is located in the agency office in the Andrew Jackson Building.
Backup Procedures
Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery
Detailed DR procedures for Treasury\'s file share are located in the Treasury Recovery Planner.
Data Migration Description
Detailed plans for migrating Treasury\'s records are on file with the Treasury IT division.
Legacy Revision UUID
1988