An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2438
Effective Date
Record Series Abstract
EMPLOYER QUARTERLY WAGE AND PREMIUM REPORTING FORMS AND PAYMENTS FOR UNEMPLOYMENT INSURANCE (UI) TAXES. RECORDS ALSO INCLUDE ANY ADJUSTMENTS MADE TO TOTAL AND TAXABLE WAGES AND PREMIUMS DUE/PAID ON PREMIUM/WAGE REPORTS.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
25
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and cut off at the end of the calendar year. The records are then scanned to an OIR maintained server. Once the records are verified on the server,the paper is destroyed in accordance with state requirements. Beginning in 2012, the records are stored electronically for the duration of the 25 year retention period. At the end of the retention period the electronic records are destroyed in accordance with state requirements. Records generated prior to 2012 were generated as paper and cut off at the end of the calendar year. The records were then copied to microfilm and the paper was destroyed. These records will be stored on microfilm for the duration of the retention period and at the end of the retention period will be destroyed in accordance with state requirements.
Worksheet
Record Location
220 French Landing Drive, Nashville, TN 37243
File Arrangement
Arranged in processing batch number order.
Media Format Generated
Paper
Date Range
1936 - Present
Allotment Code
33720
Annual Accumulation
ANNUAL FILM ACCUMULATION PRIOR TO 2012: 660 cubic feet ELECTRONIC: 21 GB
Current Volume
FILM: 700 cubic feet ELECTRONIC: 320 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS
Essential Record
Yes - Original
Essential Record Stored
220 French Landing Drive, Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
50-7-701
Does this Record Series Contain Sensitive Information?
No
Agency Retention
25 years
Retention Legal Citation
TCA 50-7-701
Electronic Records Plan Inventory
System Name
FILENET V5.2.0
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.
RDA Comments
Records Management Division (RMD)
01-07-2016
Please explain reasoning behind 25 year retention.
Tennessee State Library and Archives
01-07-2016
TSLA concurs in RMD comments.
Comptroller Audit Review
01-07-2016
Audit concurs with RMD comments.
Agency Records Officer
01-12-2016
Allotment code should be 33720 instead of 33710 An employer\'s unemployment insurance(UI)tax rate is determined each year based on the employer\'s reserve ratio and the balance in the state UI trust fund. The reserve ratio is the difference between cumulative premiums paid and cumulative benefits charged divided by the average annual taxable payroll for the three most recent calendar years ending on the December 31 computation date. Cumulative premiums paid and cumulative benefits charged means all premiums paid and all benefits charged for all years that the employer has been subject to Tennessee Employment Security Law, which was enacted 80 years ago in 1936. 25 years is the maximum amount of time it\'s been deemed reasonable by the agency to retain employer records on which the employer\'s tax rate is based.
RMD Director
02-11-2016
RDA 2438 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will remain twenty-five years. The format will change to electronic/film. Recommend approval of request to revise RDA 2438.
Public Records Commission
02-25-2016
PRC approves RDA 2438.