An official website of the Tennessee Secretary of State.
Core Data
RDA Number
692
Effective Date
Record Series Abstract
Applications For Certificate Of Title And Registration With Supporting Documents For History Of Vehicle, Salvage Application And Discharge Of Liens, County Clerk Invoices, License Plate Inventory And Claims For Refunds. Sf-1350 Custom Made Plate Requests From General Assembly. Motor Vehicle Registration Yearly Renewals.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
7
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 electronic format in agency. Paper records will be scanned onto server, once verified for accuracy, paper will be destroyed. After 7 years records will be destroyed by state approved methods.
Worksheet
Record Location
44 vantage way, suite 160 Nashville,Tn
File Arrangement
Alpha,Numeric,&Other - Tittle number
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
2007 - current
Agency
Allotment Code
347.16
Annual Accumulation
40 cu. ft. 10,000 SINGLE PAGE DOCUMENTS ON SERVER
Current Volume
400 cu. ft. paper 100,000 SINGLE PAGE DOCUMENTS ON SERVER 66400 reels microfilm
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Records Center Retention Period
0 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
The images are either of Revenue server ag0319006WF513 or ag2219006Wa009, then transferred to Filenet server.
Software Description
IBM capture software and IBM Datacap software are used to capture images and data and used to export the images to Filenet.
System Location
Filenet servers: ag0375029wc902, ag0375029wc903, ag0375029vb903
Backup Procedures
OIR does backups nightly to South data center and North data center.
Disaster Recovery
Remedy request sent to ECM to restore from last backup tape.
Data Migration Description
Images are imported into Filenet
RDA Comments
Records Management Division (RMD)
06-04-2015
No recommended changes.
Tennessee State Library and Archives
06-04-2015
No recommended changes.
Comptroller Audit Review
06-08-2015
We have reviewed RDA 692 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-08-2015
Agrees with Records Mgmt., Audit and TSLA.
RMD Director
06-09-2015
RDA 692 is a request to revise an RDA. The retention period will change from twelve years to seven years and the format will change from paper to electronic. Recommend approval of RDA 692.
Public Records Commission
06-23-2015
PRC approves RDA 692