Record Series Abstract
Records consist of bank statements, correspondence, daily computer output and printed warrant and check paid reject reports, banking reports supporting warrant and check reconciliation and settlement, and any other 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
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Records are created and stored in electronic format, maintained for 5 years after cut off, then destroyed by state approved methods.
Andrew Jackson Building, 14th floor
alpha and numeric
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
1986 to Current
7 Gigabyte electronic
55 Gigabyte electronic
Information Shared Outside the State
Yes - Original
Essential Record Stored
Records maintained in agency in an agency file share
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
Electronic Records Plan Inventory
System meets or exceeds STS requirements. Information not publicly listed due to security reasons.
System Hardware meets or exceeds STS requirements. Information not publicly listed due to security reasons.
System Software meets or exceeds STS requirements. Information not publicly listed due to security reasons.
System Backup Procedures meet or exceed STS requirements. Information not publicly listed due to security reasons.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 461 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs with recommendations.
RDA 461 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 461.
Public Records Commission
PRC approves RDA 461