An official website of the Tennessee Secretary of State.
Core Data
RDA Number
413
Effective Date
Record Series Abstract
Record series contains files for active, withdrawn, retired, and deceased members of the Tennessee Consolidated Retirement System (TCRS). Documents include, but are not limited to: employee master files, detail contribution files, employee statements, employer files, installment payment files, and retired payroll files.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
There is a daily cutoff; files are maintained permanently.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Files are considered active for the lifetime of the participant and beneficiaries; therefore, documentation is retained permanently. Records are generated and held electronically in the Concord system. Information from superseded systems is now stored in Concord. TCRS microfilm and microfiche will be converted in 2015 and held electronically.
Worksheet
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
309
Annual Accumulation
50 Gigabyte electronic
Current Volume
1.8 Terabyte electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
essential record is stored electronically in an agency database
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 8-36-510 (Disability retirement -- confidentiality of records); TCA 10-7-504 (Confidential records -- exceptions)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
permanent
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
System meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Hardware Description
System Hardware meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Software Description
System Software meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Backup Procedures
System Backup Procedures meet or exceed STS requirements. Information not publicly listed due to security reasons.
Disaster Recovery
System Disaster Recovery meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Data Migration Description
System Data Migration meets or exceeds STS requirements. Information not publicly listed due to security reasons.
RDA Comments
Records Management Division (RMD)
02-26-2015
No recommended changes.
Tennessee State Library and Archives
02-27-2015
No recommended changes.
Comptroller Audit Review
02-27-2015
We have reviewed RDA 413 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-02-2015
Agency concurs.
RMD Director
03-04-2015
RDA 413 is a request to revise an RDA. The retention period will change from 75 years to permanent and the format will change to electronic. Recommend approval of RDA 413.
Public Records Commission
03-30-2015
RDA 413 approved by the PRC.