An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2559
Effective Date
Record Series Abstract
Requests for Refund Form RV-1166 and supporting documentation, including, but not limited to, tax returns, applications, correspondence, assessments, and/or payment information.
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
Records are to be cut off by the end of the calendar year and maintained in agency. Paper records may be scanned onto server, and once verified for accuracy, paper will be destroyed. The files will then be destroyed by state-approved methods after five years.
Worksheet
Record Location
500 Deaderick Street Andrew Jackson Bldg.
File Arrangement
Alphanumeric, Chronological
Media Format Generated
Both
Date Range
1998 - Current
Agency
Allotment Code
34714
Annual Accumulation
8 cu. ft. 22 GB
Current Volume
41 cu. ft. 115GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 67-5-402
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years 0 Months
Records Center Retention Period
0
Retention Legal Citation
TCA 67-5-402
Electronic Records Plan Inventory
System Name
FileNet
Hardware Description
The images are either of Revenue server ag0319006WF513 or ag2219006Wa009, then transferred to FileNet server.
Software Description
IBM capture software and IBM Datacap software are used to capture images and data and used to export the images to FileNet.
System Location
FileNet servers: ag0375029wc902, ag0375029wc903, ag0375029vb903
Backup Procedures
Strategic Technology Solutions (STS) data backup procedures consist of daily incremental back ups, and weekly total back ups on the weekend. The process for backing up data from STS South Data Center is to mirror the information at the STS North data Center, and then create a weekly back up tape.
Disaster Recovery
Disaster starts with a ticket or remedy request placed with STS for network recovery following STS recovery procedure with a goal of 8 hours.
Data Migration Description
Images are imported into FileNet
RDA Comments
Records Management Division (RMD)
03-22-2018
No recommended changes.
Tennessee State Library and Archives
03-26-2018
No recommended changes.
Comptroller Audit Review
03-22-2018
We have reviewed RDA 2559 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2018
Agency concurs.
RMD Director
04-02-2018
RDA 2559 is a request to revise an RDA. The retention period will change from four years and destroy to five years and destroy. The format will change to paper/electronic. The Abstract, Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 2559.
Public Records Commission
04-25-2018
PRC approves RDA 2559.