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RDA Number
Effective Date
Record Series Abstract
The Ad Valorem Tax report is on our web site and available for the public by February of each year. The example attached is the Motor Carrier Ad Valorem Report, it consists of 7 pages. The information requested is listed on the top of each page, some of the information requested is Real and Personal Property Located in Tennessee, Carrier Operating Property Summary, Over the Road Equipment, and List of All Tennessee owner/operators. The other company types Airfreight, Airline, Barge Lines, Electric Cooperatives, Electric, Gas, Motor Bus, Private Cars, Pipeline Power Transmissions, Railroads, Telephone Coop, Telephone Long Distance, Telephone, Wireless Carrier, Wireless management and Water & Sewerage have to fill out the Ad Valorem Tax report also, but each report has different information. The report can be filed by paper and mailed in or it can be filed electronically. The deadline for these reports to be filed with our office is April 1 of each year. This report provides information that allows our staff to analyze and determine the assessment for the company. The company is then notified of their assessment by the 1st Monday in August. The Ad Valorem Tax questionnaire is part of our discovery process. This report provides information with the type of presence they have in Tennessee. The questionnaire is sent out in January but is ongoing throughout the year. When we receive the questionnaire it is analyzed by our staff to determine if they are required to file an ad valorem report. If so, the company will be required to file an Ad Valorem report with our office and added to our roll.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are maintained in the Office of State Assessed Properties for 3 years after cut off, then scanned to electronic format, and paper records are destroyed after verifying electronic record. Electronic records are maintained in FileNet for the subsequent 7 years. At the end of the total 10 year retention , electronic records are destroyed by state approved methods.
Record Location
Cordell Hull Building, 2nd Floor
File Arrangement
Alpha / numeric Combo
Media Format Generated
Date Range
Allotment Code
Annual Accumulation
15.5 Cu. Ft, 25 mb
Current Volume
57.0 Cu. Ft, 136.5 mb
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
System Name
Ad Valorem
Hardware Description
Ad Valorem Online is a .NET application which includes web and database server
Software Description
Ad Valorem online was developed in-house with a SQL Server 2005 backend.
System Location
Cordell Hull Building
Backup Procedures
Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR site.
Disaster Recovery
The recovery time objective for Ad Valorem Online is 8 hours. The DR scenario assumes that hte necessary network infrastructure and connectivity is in place. In the event of a disaster the Web Administrator would simply redirect the URL, and/or publish the DR URL.
Data Migration Description
Data is stored in a SQL Server Database named SP_AdValorem
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 429 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
no changes
RMD Director
RDA 429 is a request to revise an RDA. The retention period will be ten years and destroy and the format will be paper/electronic. Abstract updated to include records from RDA 430. Recommend approval of RDA 429.
Public Records Commission
PRC approves RDA 429.