Record Series Abstract
Record series includes property claims and any provided supporting documentation, including, but not limited to: copies of driver licenses, Social Security numbers, death certificates, and wills. Holder reports contain detailed information regarding the property and to whom it belongs, and may include a verification page and copies of checks. Audit reports provide status updates. Compliance reports may include Compliance Disclosure Agreement (CDA) requests, requests for extension of time to file, penalty calculation sheets, security statements, and stock sale documentation.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Records have been filmed since 1979. Incoming documents are now scanned when received, and paper records are shredded/destroyed after verification of electronic record; scanned images are kept 10 years and deleted. However, information entered into the fields of the database is stored permanently for internal control and reporting purposes, as UCP must pay all claims with no statute of limitations.
Andrew Jackson Building, 15th floor
1979 to current
10 Gigabyte electronic
600 Gigabyte electronic
Information Shared Outside the State
Yes - Original
Essential Record Stored
essential record stored electronically in agency database
Essential Record Media Type
Confidential Legal Citation
TCA 4-4-125 (Dissemination of social security numbers); TCA 66-29-154 (Unclaimed Property -- Confidentiality of records)
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
Record Sample PDF
UPS 2000 is a client side application. The Database is in Microsoft SQL Server 2008
Microsoft SQL Server 2008 r2. The OS is Server 2008.
MS SQL DB in the OIR Shared SQL environment at Data Center North
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR's South Data Center is to mirror the information at OIR's North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766
OIR conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR's North Data Center for both operations and data. If both OIR's South Data Center and OIR's North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Treasury Records Officer and the Treasury IT Staff. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform.
Legacy Revision UUID