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Bank Statements and Correspondence

RDA Number
461
Effective Date
Record Series Abstract
Records consist of bank statements, correspondence, daily computer output and printed paid reject reports, and any supporting documentation created or used by the Accounting Division to reconcile accounts. Record series also includes Return Item Processing (RIP) containing returned checks paid to state agencies by Tennessee citizens.
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
Beginning July 2013, all documents are created and stored electronically. Records prior to this date are stored off-site at the state records center and will be maintained in paper format until their destruction. Records are maintained for 5 years after cut off, then destroyed by state approved methods.
Allotment Code
309
Record Location
Andrew Jackson Building, 14th floor
File Arrangement
alpha and numeric
Date Range
1986 to current
Annual Accumulation
7 Gigabyte electronic
Current Volume
55 Gigabyte electronic
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
record maintained in agency in an agency file share
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A after July 2013
Record Sample PDF
35.sample.pdf28.67 KB
System Name
Agency Shared Drive Server
Hardware Description
standard server array
Software Description
Documents are stored in PDF format on agency shared drives.
System Location
System is located in the agency office in the Andrew Jackson Building.
Backup Procedures
Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery
Detailed DR procedures for Treasury's file share are located in the Treasury Recovery Planner.
Data Migration Description
Detailed plans for migrating Treasury's records are on file with the Treasury IT division.
Legacy Revision UUID
35