Record Series Abstract
This process takes one year to prepare. All required companies file an Ad Valorem report with our office. These reports are analyzed by our staff and an assessment is determined by the information received. A notice of this assessment is then sent to the company by the first Monday in August. They then have an opportunity to file an exception on this assessment if they disagree. All exceptions will then be heard by the Comptrollers Designee and notified of his findings. On or before the first Monday in September the assessments are filed with the State Board of Equalization made by the Comptroller. On or before the third Monday in October, the State Board of Equalization will then certify the assessments back to the Comptroller. The Comptroller then finalizes the certification of assessments to counties and cities, this information becomes the Tax Roll.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Records are generated in both paper and electronic format then paper format is converted to electronic format. Maintain in agency for 5 years; then transfer electronic version to Tennessee State Library & Archives for permanent retention in PDF format. All assessments are received in our office and processed. Information in the tax roll is kept indefinitely on agency servers.
Office of State Assessed Properties 2012- current, Electronically filed 2001-2011, Bound Volumes, Cordell Hull Building State Office Bldg Previous Volumes, TSLA
other - by year & County
2 cu. ft, 3 GB accumulated in agency, .01 GB accumulated to be sent over to TSLA
22 bound books (2003-2011) will be sent over to TSLA .03 GB (2012-current) will be sent over to TSLA 17 GB stored in agency
Information Shared Outside the State
Yes - Original
Essential Record Stored
These records are now stored electronically and will be sent to TSLA. Bound books (2003-2011) will also eventually go to TSLA.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Electronic Records Plan Inventory
IMPACT is a n-tier .Net application which includes Web, App, Reports, and database servers.
IMPACT is a vendor (Tyler Technologies) supplied .Net solution with an Oracle 11G backend.
Cordell Hull Building
Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), backups to the RMON server and subsequent copy of those files to the DR site, as well as nightly replication of the database to the COT DR site.
The recovery time objective for IMPACT is 8 hours. The DR scenario assumes that the necessary network infrastructure and connectivity is in place. In the event of a disaster the IMPACT System Administrator would simply redirect the URL to the DR URL and/or publish the DR URL.
Data Migration Description
Data is stored in an Oracle RAC database. Any plan to migrate the data musts take in consideration that the data must remain in its existing format or conversion programs must account for any differences.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2510 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 2510 is a request to revise an RDA. The retention period will remain permanent but will be transferred to TSLA after five years instead of after ten years. Format will remain Paper. Recommend approval of request to revise RDA 2510.