An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2957
Effective Date
Record Series Abstract
CONSUMER COMPLAINT FORMS AND SUPPORTING DOCUMENTATION
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
THE FILES ARE TO BE CUT OFF AT THE END OF EACH CALENDAR YEAR THEN, MAINTAIN IN THE AGENCY 5 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
File Arrangement
Alphabetical
Date Range
to
Allotment Code
33600
Annual Accumulation
4.0 cu ft./ 21 MB
Current Volume
4.0 cu ft/ 64 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 45-1-120 (a)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
0
Retention Legal Citation
NONE
Electronic Records Plan Inventory
System Name
Complaints Admin
Hardware Description
VMware, OIR Data Center File Server. Application server location CF0119006WW02, database sever location CF119006WB002. Windows 2003, SQL Server 2005
Software Description
.NET/SQL Server 2005, Windows Server 2003, IIS 6.5
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
Data is currently being migrated to the new CRS database on VMware hardware.
RDA Comments
Records Management Division (RMD)
01-09-2014
RDA submitted is incomplete. No information provided on record location, reference and electronic volume. 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 and discussed appropriate changes needed for RDA. RDA on hold until further information is obtained. 2-6-14: Received information from agency to update and revise RDA. 2-7-2014: No recommended changes.
Tennessee State Library and Archives
02-04-2014
TSLA has reviewed the RDA and concurs with RMD comments. 2-13-2014: No recommended changes.
Comptroller Audit Review
02-10-2014
We have reviewed RDA 2957 from an audit standpoint. We recommend changing retention period to 5 years.
Agency Records Officer
02-11-2014
Agency concurs with RMD and TSLA. Agency also agrees to change retention period to 5 years per Audit recommendation.
RMD Director
02-13-2014
RDA 2957 is a request to revise an RDA. The retention period will change from 3 years to five years. The record series will now include both paper and electronic records. Agency concurred with recommended changes. Recommend approval of RDA 2957 with the following change: Retention Period: 5 years Disposition Notes change to reflect 5 year retention Agency Retention/Active on worksheet: 5 years
Public Records Commission
02-20-2014
PRC approves RDA with the following staff recommendations: Retention Period: 5 years Disposition Notes change to reflect 5 year retention Agency Retention/Active on worksheet: 5 years