An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2931
Effective Date
Record Series Abstract
Record series includes but not limited to any record that documents the issuance of tax exempt bonds. Records series includes Funds 15, 22, 31, 32, 33, and 34 records.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Per post issuance compliance requirements, records should be maintained for life of bond and any refunding bonds plus three years. Accounting records do not account for expenditures by source of funding, therefore, records will be stored permanently. Records may be kept in either paper or electronic format. Paper records will be maintained permanently at agency and/or State Records Center. Electronic records are maintained in Oracle Database and FileNet.
Worksheet
Record Location
Paper - F&A, Division of Accounts, WRS TN Tower, 312 Rosa L Parks Ave, 21st Fl, Nashville, TN 37243; or State Records Center.
Electronic - Oracle Database and Filenet
Electronic - Oracle Database and Filenet
File Arrangement
Chronological
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1992 to Current
Allotment Code
31705
Annual Accumulation
Paper records - 0.10 cu ft
Electronic records - 4.2 GB
Electronic records - 4.2 GB
Current Volume
Paper records - 800 cu ft
Electronic records - 51 GB
Electronic records - 51 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Internal Revenue Service, Arbitrage, Federal & other regulatory agencies
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Permanent
Retention Legal Citation
IRS Section 2.03 Section 1.6001-1(e) provides that the books or records required by Section 6001 must be kept available at all times for inspection by authorized internal revenue officers or employees, and must be retained so long as the contents thereof may become material in the administration of any internal revenue law.
Electronic Records Plan Inventory
System Name
PeopleSoft, FileNet
Hardware Description
Linux servers Oracle database , FileNet
Software Description
PeopleTools, PeopleSoft, FileNet
System Location
South Data Center
Backup Procedures
Full backups of production database three times weekly and run incremental backups throughout the day. Retain production backups for a period of 30 days.
Disaster Recovery
Annual disaster recovery testing is performed to ensure procedures are in place and working to provide necessary data in the case of a disaster.
Data Migration Description
Data is housed on database, In the event data needs to be migrated will be preformed by STS.
RDA Comments
Records Management Division (RMD)
04-16-2020
No recommended changes.
Tennessee State Library and Archives
04-16-2020
No recommended changes.
Comptroller Audit Review
04-17-2020
We have reviewed RDA 2931 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-17-2020
Thank you.
RMD Director
04-20-2020
RDA 2931 is a request to revise an RDA. The retention period will be permanent and the format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2931.
Public Records Commission
05-15-2020
PRC approves RDA 2931