State flag of Tennessee An official website of the Tennessee Secretary of State.

Flexible Benefits Participant Files

RDA Number
1711
Effective Date
Record Series Abstract
Record series contains files for participants in the Flexible Benefits program managed by the Tennessee Consolidated Retirement System (TCRS). Documents include, but are not limited to: enrollment forms, reimbursement requests, and family status change forms.
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
Prior to 2008, files were held electronically in an agency database. New records are now held in FileNet. Microfilm will be converted in 2015 and stored electronically. Records are maintained for 7 years and then destroyed by state approved methods.
Allotment Code
309
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
numeric
Date Range
1982 to current
Annual Accumulation
unknown volume in FileNet
Current Volume
in excess of 10 Gigabyte electronic
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in FileNet
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 8-25-502 (Cafeteria plans -- confidentiality of records); TCA 10-7-504 (Confidential records -- exceptions)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Records Center Retention Period
N/A
System Name
FileNet
Hardware Description
OIR controlled
Software Description
OIR Controlled
System Location
OIR Controlled
Backup Procedures
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.
Disaster Recovery
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
OIR Controlled
Legacy Revision UUID
374