Record Series Abstract
THE RECORD SERIES CONTAINS RETURN PAYMENT LETTERS. LETTERS IDENTIFY THE PAYMENT AMOUNT, TYPE OF RETURN PAYMENT, AND THE REASON THE PAYMENT WAS RETURNED. RETURN CHECK LETTER IS GENERATED UPON NOTIFICATION FROM TREASURY OF A RETURN CHECK OR ACH DEBIT.
Record Series Active
Cut Off at End of
If Other, Explain
Calendar year or Conclusion of Any Litgation
Total Retention Years
Total Retention Months
Retention End Action
THE RECORD IS GENERATED BY THE AGENCY AS A PAPER LETTER UPON NOTIFICATION FROM THE STATE TREASURY THAT AN EMPLOYER'S UNEMPLOYMENT INSURANCE (UI) PREMIUM PAYMENT, MADE TO THE AGENCY BY CHECK OR AUTOMATIC CLEARING HOUSE (ACH) DEBIT, WAS RETURNED DUE TO INSUFFICIENT FUNDS. THE AGENCY RETAINS A PAPER COPY OF THE LETTER AND MAILS THE ORIGINAL LETTER TO THE EMPLOYER AS NOTIFICATION THAT THEIR UI PREMIUM PAYMENT DID NOT POST DUE TO INSUFFICIENT FUNDS AND THE PREMIUM AMOUNT OWED BY THE EMPLOYER.THE PAPER COPY IS THEN SCANNED TO BE STORED ELECTRONICALLY IN FILENET.ONCE VERIFIED ON THE SERVER, THE PAPER COPY IS FILED IN A FILING DRAWER IN THE EMPLOYMENT SECURITY EMPLOYER ACCOUNTS UNIT.THE RECORD IS CUT OFF AT THE END OF THE CALENDAR YEAR.BOTH THE PAPER COPY ON FILE IN THE EMPLOYER ACCOUNTS UNIT AND THE ELECTRONIC COPY STORED IN FILENET ARE MAINTAINED AS SUCH FOR THE DURATION OF THE 6 YEAR RETENTION PERIOD.ONCE THE RETENTION PERIOD HAS ENDED,BOTH THE PAPER RECORDS AND THE ELECTRONIC RECORDS FOR WHICH THERE IS NO ONGOING LITIGATION AND FOR WHICH THE ASSETS OF THE EMPLOYER ARE NOT IN CONTROL OR CUSTODY OF THE COURT IN ANY PROCEEDING BEFORE ANY COURT OF THE UNITED STATES OR OF ANY STATE, ARE DESTROYED IN ACCORDANCE WITH STATE REQUIREMENTS FOR THE DESTRUCTION OF CONFIDENTIAL RECORDS.ANY SUCH RECORD FOR WHICH THERE IS ONGOING LITIGATION OR FOR WHICH THE ASSETS OF THE EMPLOYER ARE IN CONTROL OR CUSTODY OF THE COURT IN ANY PROCEEDING BEFORE ANY COURT OF THE UNITED STATES OR OF ANY STATE, THE RECORD WILL BE DESTROYED IN ACCORDANCE WITH STATE REQUIREMENTS FOR THE DESTRUCTION OF CONFIDENTIAL RECORDS UPON RESOLUTION OF ALL ISSUES WHICH ARISE FROM IT.
220 French Landing Drive Nashville, TN 37243
Employer Account Number
Media Format Generated
2006 - Present
PAPER FILES: 1 cu. ft. FILENET: .5 GB
PAPER FILES: 5 cu. ft. FILENET: 1GB
Information Shared Outside the State
Yes - Duplicate
Essential Record Stored
The electronic records are maintained in FileNet on the Hitachi HDI in OIR's Data Center.
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
29 CFR 97.42 - Records must be retained for three years.If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 3-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.
Electronic Records Plan Inventory
FILENET V 5.2.0
The images are either on Labor's physical server CG0119779WA004 when scanned or the virtual server CG0119006WA001 when exported to FairFax and then transferred to the Enterprise FileNet servers AG03SDCWA00092 and AG03SDCWA00093.
SoftTracODBC is used to create the image files and then export them to FairFax where they along with a 'token' file are processed through several passes of modules depending on the batch type. The images along with certain data are then sent to the FileNet MTOM web service running on AG03SDCWA00092 and AG03SDCWA00093.
The IBML scanner and SoftTrac server (cg0119779wa004) are located in the Cashier's Unit secured work area. The QMServer (cg0119006wa001) is located in the South Data Center. The images in FileNet are on the Hitachi HDI and the associated data in the Enterprise SQL Server environment both in OIR's Data Centers.
OIR does nightly incremental backups of the North and South data centers. OIR does weekly full backups of the North and South data centers.
Remedy request sent to ECM to restore from last backup tape.
Data Migration Description
FairFax transfers the images to a MTOM based web service which imports them into FileNet.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2270 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No agency comments
RDA 2270 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will remain six years but the format will change to paper/electronic. Recommend approval of request to revise RDA 2270.