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Franchise and Excise Returns

RDA Number
729
Effective Date
Record Series Abstract
Forms FAE 170 Franchise and Excise Tax Return after the year 2000, FAE 174 Franshise and Excise Financial Institution and Captive Real Estate Investment Trust Tax Return, FAE 183 Franchise, etc.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
12
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are to be cut off at the end of the calendar year. Records in electronic will be maintained in agency for 12 years. Paper records will be held for one year then will be scanned onto server then maintained for 11 years., once verified for accuracy, paper will be destroyed . After 12 years records will be destroyed by state approved methods.
Record Location
500 Deaderick St. Nashville, TN 37242 13th floor, Central Files
File Arrangement
Returns are filed in document locater number
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
01-01-2007 thru present
Allotment Code
34716
Annual Accumulation
475 Cu. Ft.; 225,000 single page documents on server
Current Volume
1,200 Cu. Ft.; 341,250 single page documents on server
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year paper, 11 years FileNet.
Records Center Retention Period
0 years
System Name
FileNet
Hardware Description
The images are either on 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
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 729 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 729 is a request to revise an RDA. The retention period will change from twenty-three years to twelve years. The format will change from paper to electronic. Recommend approval of RDA 729.
Public Records Commission
06-23-2015
PRC approves RDA 729.