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Property Claim Files

RDA Number
2810
Effective Date
Record Series Abstract
Record series contains claim documentation held by the Risk Management Division regarding property owned by the state. Files include, but are not limited to: invoices, summaries of incidents, proof of loss documents, and adjuster documents related to property losses.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off at the closure of claim.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Incoming paper records are scanned, verified for accuracy, and destroyed after verification; records are held in electronic format for ten years and then destroyed by state approved methods. Information is also entered into an agency spreadsheet.
Allotment Code
309
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
numeric
Date Range
1970s to current
Annual Accumulation
150 Megabyte Electronic
Current Volume
750 Megabyte Electronic
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Emergency Management Agency
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in agency
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
N/A
Record Sample PDF
1023.sample.pdf113.33 KB
System Name
Agency Shared Drive Server
Hardware Description
standard server array
Software Description
Documents are stored in PDF format on agency shared drives.
System Location
System is located in the agency office in the Andrew Jackson Building.
Backup Procedures
Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery
Detailed DR procedures for Treasury's file share are located in the Treasury Recovery Planner.
Data Migration Description
Detailed plans for migrating Treasury's records are on file with the Treasury IT division.
Legacy Revision UUID
1023