An official website of the Tennessee Secretary of State.
Core Data
RDA Number
676
Effective Date
Record Series Abstract
Documentation created to support the sales and inventory reconciliation of Cigarette and Tobacco Stamps. Documentation includes, but is not limited to, reconciliation stamp inventory, sales tax cash receipts, batch control reports, tobacco revenue stamp ledgers, cigarette and tobacco credit bonds, stamps refunded or erroneously affixed to carton flaps, deferred payment files, monthly inventory for licensed wholesalers, roll count, and affixing agent files.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be cut off by the end of the calendar year and maintained in agency. Paper records may be scanned onto server in the TR3 application, and once verified for accuracy, paper will be destroyed. The files will then be destroyed by state-approved methods after thirty years.
Worksheet
Record Location
500 Deaderick Street Andrew Jackson Bldg.
File Arrangement
Alphanumeric, Chronological
Media Format Generated
Both
Date Range
1979 - current
Agency
Allotment Code
34713
Annual Accumulation
1 cu. ft./ 25 GB
Current Volume
12 cu. ft./ 250 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Internal Revenue Service
Essential Record
Yes - Original
Essential Record Stored
500 Deaderick Street, Andrew Jackson Building or Revenue File Server
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 67-5-402
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 Years 0 Months
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 47-31-103(a)(2)(D)(iii) requires the State to hold in escrow for 25 years annual payments made by tobacco product manufacturers to the State pursuant to the Master Settlement Agreement (the MSA), which was entered into by the State and leading United States tobacco manufacturers in 1998. The MSA mandates the State's diligent enforcement of its terms, which necessitates the Department's retention of records evidencing the payments made by manufacturers for at least the 25-year escrow period, at which time the funds revert back to the manufacturers. The Department works with the Attorney General to ensure the MSA is diligently enforced. To ensure compliance with its diligent enforcement obligation, the Department believes the retention period for these documents should be set at a minimum of 30 years.
Electronic Records Plan Inventory
System Name
RITS/TR3
Hardware Description
RITS runs on an IBM mainframe computer and both have an Intel x86 platform.
Software Description
RITS is a legacy mainframe system that is used by the Department of Revenue to record and support the filing of tax returns, revenue collection, and the enforcement of tax payments. This system is written in the following languages: COBOL, Easytrieve, CICS. Transactions are input online during the day and are processed each night. TR3 is a COTS (Commercial Off The Shelf) software package that has been configured to be used by the Tennessee Dept of Revenue to record and support the filing of tax returns, revenue collection, and the enforcement of tax payments. this software is written and supported in VB. Net coding language and highly configurable by utilizing the built in internal configuration utilities.
System Location
IBM in Boulder, Colorado and STS South Data Center.
Backup Procedures
RITS data is backed up nightly before batch processing begins. TR3 data is backed up nightly after batch processing. Transaction log backups occur every 1 hour, 24/7.
Disaster Recovery
Bi-annual Disaster Recovery tests are completed that test for recovery should the system go down, and that includes division testing as well (TPS, VS, etc.). And STS North Data Center is the current disaster recovery site. Disaster recovery starts with a ticket or remedy request placed with STS for network recovery following STS recovery procedure with a goal of 8 hours.
Data Migration Description
RITS data is stored in DB2 tables. It contains tax account information, taxpayer demographics, collection and payment data, and correspondence to the taxpayer. TR3 Data is housed on SQL Server Database tables. It contains tax account information, taxpayer demographics, collection and payment data, and correspondence to the taxpayer.
RDA Comments
Records Management Division (RMD)
03-29-2018
No recommended changes.
Tennessee State Library and Archives
03-29-2018
No recommended changes.
Comptroller Audit Review
03-29-2018
We have reviewed RDA 676 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-02-2018
Agency concurs.
RMD Director
04-03-2018
RDA 676 is a request to revise an RDA. The retention period will change from three years to thirty years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 676.
Public Records Commission
04-25-2018
PRC approves RDA 676.