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MISCELLANEOUS STATE TAX RETURNS

RDA Number
106
Effective Date
Record Series Abstract
Alcoholic Beverage, Auto Rental Surcharge, Bail Bond, Beer, Business, Gross Receipts, Liquor By The Drink, Oil & Tire, Professional Privilege, Sales & Use, Severance, Tobacco Taxes, Income Tax, Franchise & Excise Tax Extensions And Quarterly Payments, Inheritance Tax Returns (Short Form),Other Local Taxes, And Payment Documents. Gift Tax Return(Form Inh 300), Application For Extension Of Time To File Gift Tax Return, Form Inh 303, etc.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be cut off by the end of the calendar year and maintained in electronic format in agency. Paper records will be scanned onto server, once verified for accuracy, paper will be destroyed. After 7 years records will be destroyed by state approved methods.
Record Location
ANDREW JACKSON STATE OFFICE BUILDING 500 DEADERICK ST 13TH FLOOR CENTRAL FILES NASHVILLE, TN 37242
File Arrangement
Chronological
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
MARCH 2013 TO CURRENT
Allotment Code
347.16
Annual Accumulation
90 CUBIC FEET 11,000 SINGLE PAGE DOCUMENTS ON SERVER
Current Volume
500 CUBIC FEET 110,000 SINGLE PAGE DOCUMENTS ON SERVER
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
Yes
Essential Record
Yes - Original
Essential Record Stored
ANDREW JACKSON STATE OFFICE BUILDING 500 DEADERICK ST 13TH FLOOR CENTRAL FILES NASHVILLE, TN 37242
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Records Center Retention Period
0
System Name
Filenet
Hardware Description
The images are either on Revenue server ag0319006WF513 or ag2219006Wa009 then transferred to Filenet server.
Software Description
IBM capture software and IBM Datacap software are used to capture images and data and used to export the images to Filenet.
System Location
Filenet Servers ag0375029wc902 ag0375029wc903 ag0375029vb903
Backup Procedures
OIR does backups nightly to South data center and North data center
Disaster Recovery
Remedy request sent to ECM to restore from last backup tape
Data Migration Description
Images are imported into Filenet
Records Management Division (RMD)
06-04-2015
No recommended changes.
Tennessee State Library and Archives
06-04-2015
No recommended changes.
Comptroller Audit Review
06-08-2015
We have reviewed RDA 106 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-08-2015
Agrees with Records Mgmt. and TSLA
RMD Director
06-09-2015
RDA 106 is a request to revise an RDA. The Abstract has been updated to allow the retirement of RDAs 774 & 806. The retention period will change from six years to seven years. The format will change from paper to electronic. Recommend approval of RDA 106.
Public Records Commission
06-23-2015
PRC approves RDA 106.