An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2483
Effective Date
Record Series Abstract
Letters or other related correspondence relative to the institutions regulated by the bank and credit union divisions. This includes, but is not limited to, money transmitter correspondence, Business and Industrial Development Corporation(BIDCO) correspondence, trust company correspondence, trust company call reports, bank correspondence, and credit union correspondence.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These files are to be cut off at the end of each calendar year then, maintain in agency 5 years then destroy. Any paper migrated to electronic will be verified, upon verification paper will be destroyed.
Worksheet
Record Location
TN Dept. of Financial Institutions Citizens Plaza Building 400 Deaderick Street, 6th Floor
File Arrangement
ALPHA
Date Range
to
Allotment Code
33600
Annual Accumulation
10 cu ft/ 1 GB
Current Volume
22 cu ft/ 11 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 45-1-120 (a); TCA 45-2-1603
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0 YEARS
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Bank- TDFI Imaging/ Credit Union- C: drive tag #22936
Hardware Description
Bank- VMware, OIR Data Center File Server. Database server location CF0119006WB002/ Credit Union- Hp Desktop Workstation
Software Description
Bank- .Net/SQL Server 2005. Windows server 2003/ Credit Union- Windows 7, Adobe PDF
System Location
Bank- OIR Data Center North/ Credit Union- Local Hard drive
Backup Procedures
Bank- Daily by OIR follwoing OIR established policy and procedures/ Credit Union- CD-ROM backup
Disaster Recovery
Bank- OIR network recovery following OIR established policy and procedures/ Credit Union- Recovery from CD-ROM
Data Migration Description
Bank- Will remain the same or migrate to new imaging solution/ Credit Union- None until saved in electronic form in a database or on a server.
RDA Comments
Records Management Division (RMD)
01-09-2014
No information provided on record location and no electronic volume. No legal citations provided or attached. No sample provided. Records that are maintained electronically must have completed Electronics Plan Inventory. Agency has been notified of these discrepancies. 2-6-14: Received information from agency to update and revise RDA. 2-7-14: No recommended changes.
Tennessee State Library and Archives
02-03-2014
TSLA concurs with RMD comments to date. 2-13-2014: No recommended changes.
Comptroller Audit Review
02-10-2014
We have reviewed RDA 2483 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-11-2014
Agency concurs with RMD, TSLA and Audit.
RMD Director
02-13-2014
RDA 2483 is a request to revise an RDA. The retention period will change from six years to five years. The record series will now include both paper and electronic records. Consider changing electronic inventory section of the worksheet to storage on agency server rather than the hard drive of a desktop. Recommend approval of RDA 2483 with the direction the agency store the Credit Union records on the agency server. Agency to provide RMD the electronic inventory information for the RDA worksheet section. Recommend approval of RDA 2483.
Public Records Commission
02-20-2014
Approved with the change that the agency move the storage of the electronic records to servers. Agency will provide RMD with the specifications so the worksheet may be updated.