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Revenue Tobacco and Cigarettes

RDA Number
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
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
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.
Record Location
500 Deaderick Street Andrew Jackson Bldg.
File Arrangement
Alphanumeric, Chronological
Date Range
Allotment Code
Annual Accumulation
1 cu. ft./ 25 GB
Current Volume
12 cu. ft./ 250 GB
Record Value
Audit Requirements
Information Shared Outside the State
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
Confidential Legal Citation
TCA 67-5-402
Does this Record Series Contain Sensitive Information?
Agency Retention
30 Years 0 Months
Records Center Retention Period
System Name
Revenue Servers
Hardware Description
Windows and Linux servers with storage area network (SAN) and network attached storage (NAS).
Software Description
Software supports vehicle titling and registration, filing of tax returns, revenue collection, and the enforcement/auditing of taxes.
System Location
Strategic Technology Solutions’ (STS) South Data Center, North Data Center, and Amazon Web Services (AWS) host the Revenue servers that comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
All physical and virtual servers run full system file level backups daily. On the first day of each month, all servers perform a flagged, full monthly system backup. Each system backs up the data for the servers at the STS South Data Center and replicates that data to the STS North Data Center.
Disaster Recovery
Disaster recovery starts with a ServiceNow ticket placed with STS for server and data recovery. Disaster Recovery tests are completed annually. STS North Data Center is the disaster recovery site.
Data Migration Description
Data are housed in SQL server databases. If there were need for migration, it would occur by STS database administrators.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 676 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs.
RMD Director
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
PRC approves RDA 676.