An official website of the Tennessee Secretary of State.
Core Data
RDA Number
461
Effective Date
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
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are created and stored in electronic format, maintained for 5 years after cut off, then destroyed by state approved methods.
Worksheet
Record Location
Andrew Jackson Building, 14th floor
File Arrangement
alpha and numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
1986 to Current
Agency
Allotment Code
309
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
Records 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
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)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
03-31-2022
No recommended changes.
Comptroller Audit Review
04-04-2022
We have reviewed RDA 461 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-04-2022
Agency concurs with recommendations.
RMD Director
04-11-2022
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
04-25-2022
PRC approves RDA 461