An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2123
Effective Date
Record Series Abstract
This record series consist of returned/undeliverable main containing notice of revocation, USPS certified mail, green cards return receipts and the corresponding envelope.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Federal Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are created via returned mail containing a license revocation notice and the USPS green card return receipt. Records are maintained in agency or at a State approved off-site storage facility for 5 years then destroyed barring any pending administrative, audit or appeal action. Records are destroyed according to Federal and State approved methods.
Worksheet
Record Location
TDHS State Office
File Arrangement
Year / Alpha
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
to
Agency
Allotment Code
345
Annual Accumulation
9 cubic feet
Current Volume
220 cubic feet
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Health and Humans Services, Office of Child Support Enforcement
Essential Record
No
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
45 CFR 75.361 - 75.365 / T.C.A. 71-1-131 Confidentiality of Records
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
45 CFR 75.361 - 75.365 / T.C.A. 71-1-131 Confidentiality of Records
RDA Comments
Records Management Division (RMD)
12-22-2016
No recommended changes.
Tennessee State Library and Archives
12-22-2016
No recommended changes.
Comptroller Audit Review
12-23-2016
We have reviewed RDA 2123 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
12-29-2016
No recommended changes upon approval of RDA 2124.
RMD Director
01-30-2017
RDA 2123 is a request to revise an RDA. The retention period will change from four years to five years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2123.
Public Records Commission
03-28-2017
PRC approves RDA 2123.