An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2486
Effective Date
Record Series Abstract
All examination reports generated by the compliance division. These exams include industrial loan & thrift companies, insurance premium finance, mortgage, check cashing, title pledge lender and deferred presentment.
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, maintian in agency 1 years; Then transfer to the state records; Hold for 4 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 Nashville, TN 37243
File Arrangement
ALPHA
Date Range
to
Allotment Code
33600
Annual Accumulation
.5 cu. ft./ 25 GB
Current Volume
2 cu. ft./ 40 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
45-1-120(a)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 YEAR
Records Center Retention Period
4 YEARS
Retention Legal Citation
T.C.A. 45-1-120(a)
Electronic Records Plan Inventory
System Name
AG0319006WF503
Hardware Description
VMware, OIR Data Center File Server
Software Description
Adobe PDF
System Location
OIR Data Center North
Backup Procedures
Daily by OIR following OIR Established policy and procedures
Disaster Recovery
OIR Network recovery following OIR established policy and procedures
Data Migration Description
Migrate to VMware or ECM
RDA Comments
Records Management Division (RMD)
01-09-2014
RDA submitted is incomplete. No information provided on record location, reference and volume. No legal citation attached. No sample provided. Records that are maintained electronically must have completed Electronics Plan Inventory. Agency has been notified of these discrepancies. 1-14-2014: RMD met with agency to merge RDA's 2488,2484,and 10204 into RDA 2486. RDA on hold until further information is obtained. 2-6-14: Received information from agency to update and revise RDA. 2-7-14: No recommended changes.
Tennessee State Library and Archives
02-04-2014
TSLA concurs in RMD comments to date. 2-13-2014: No recommended changes.
Comptroller Audit Review
02-10-2014
We have reviewed RDA 2486 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 2486 is a request to revise an RDA. The retention period will remain five years. The record series will now include both paper and electronic records. Recommend approval of RDA 2486.
Public Records Commission
02-20-2014
PRC approves RDA 2486.