An official website of the Tennessee Secretary of State.
Core Data
RDA Number
98
Effective Date
Record Series Abstract
Invoices, Receipt Journals, and Related paper documents are maintained for customers who pay inspection fees and permit fees. The purpose of the invoice documents is to track paid fees. Unpaid fees are tracked using a state approved computer program. Staff reconciles records for accuracy. Records are destroyed by state approved methods.
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
The records are generated and maintained in paper and electronic format. They consist of reports created by our state approved operating system, receipt tapes created by printing calculators, and customer payments. Records are maintained for five (5) years and scanned pursuant to state approved methods. The final payment triggers the countdown. Records are destroyed by state approved methods.
Worksheet
Record Location
Elevator Unit - 220 French Landing Drive. Floor 2, Floor 2B, Nashville Tn. 37243
File Arrangement
Numeric
Media Format Generated
Both
Date Range
1970 to current
Allotment Code
337.05
Annual Accumulation
4.2 GB total operation system. (Paper accumulation 4 cubic feet annually)
Current Volume
4.2 GB total operation system. (Paper accumulation 8 cubic feet)
Record Value
Administrative
Fiscal
Historic
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Elevator Unit - 220 French Landing Drive. Floor 2, Floor 2B., Nashville Tn. 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Five (5) years.
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
SmartSearch
Hardware Description
The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
Software Description
The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
System Location
STS Data Center South, Smyrna, TN
Backup Procedures
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery
The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description
The SmartSearch data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by a DBA and the SmartSearch System Administrator.
RDA Comments
Records Management Division (RMD)
05-05-2016
No recommended changes.
Tennessee State Library and Archives
05-05-2016
No recommended changes.
Comptroller Audit Review
05-05-2016
We have reviewed RDA 98 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-09-2016
We concur and thank you.
RMD Director
05-16-2016
RDA 0098 is a request to revise the RDA. The Abstract has been updated. The retention period is changing from Permanent to five years. The agency has attached a memo explaining there is no legal basis for the former permanent retention. The format is changing to paper/electronic. Recommend approval of request to revise RDA 0098.
Public Records Commission
06-22-2016
PRC approves RDA 98.