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RETURN CHECK FILES

RDA Number
2270
Effective Date
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
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year or Conclusion of Any Litgation
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
Allotment Code
33720
Record Location
220 French Landing Drive Nashville, TN 37243
File Arrangement
Employer Account Number
Date Range
2006 - Present
Annual Accumulation
PAPER FILES: 1 cu. ft. FILENET: .5 GB
Current Volume
PAPER FILES: 5 cu. ft. FILENET: 1GB
Record Value
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
USDOL
Essential Record
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
Electronic
Confidential
No
Confidential Legal Citation
T.C.A. 50-7-701
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
System Name
FILENET V 5.2.0
IT-ABC Number
No IT-ABC # associated with this system
Hardware Description
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.
Software Description
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.
System Location
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.
Backup Procedures
OIR does nightly incremental backups of the North and South data centers. OIR does weekly full backups of the North and South data centers.
Disaster Recovery
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.
Legacy Revision UUID
731