An official website of the Tennessee Secretary of State.
Core Data
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.
Worksheet
Record Location
ANDREW JACKSON STATE OFFICE BUILDING 500 DEADERICK ST 13TH FLOOR CENTRAL FILES NASHVILLE, TN 37242
File Arrangement
Chronological
Media Format Stored
Electronic
Date Range
to
Agency
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
Shared Agencies
TAXPAYERS REQUESTS FOR COPIES OF THEIR RECORDS.
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
Retention Legal Citation
0
Electronic Records Plan Inventory
System Name
Revenue Servers
Hardware Description
Windows and Linux servers with storage area network (SAN) and network attached storage (NAS).
Software Description
Software supports vehicle titling and registration, filing of tax returns, revenue collection, and the enforcement/auditing of taxes.
System Location
Strategic Technology Solutions’ (STS) South Data Center, North Data Center, and Amazon Web Services (AWS) host the Revenue servers that comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
All physical and virtual servers run full system file level backups daily. On the first day of each month, all servers perform a flagged, full monthly system backup. Each system backs up the data for the servers at the STS South Data Center and replicates that data to the STS North Data Center.
Disaster Recovery
Disaster recovery starts with a ServiceNow ticket placed with STS for server and data recovery. Disaster Recovery tests are completed annually. STS North Data Center is the disaster recovery site.
Data Migration Description
Data are housed in SQL server databases. If there were need for migration, it would occur by STS database administrators.
RDA Comments
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.