An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10064
Effective Date
Record Series Abstract
MAINFRAME RECORDS INCLUDE TOTAL AND TAXABLE WAGES PREMIUMS DUE AND PAID, PAYMENTS AND ADJUSTMENT CODES FOR TENNESSEE EMPLOYERS. USED FOR THE PURPOSE OF MAINTAINING DETAIL PAYMENT INFORMATION.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Records are cut off at the end of Unemployment Insurance (UI) tax year which is June 30 of each year.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record series is generated in paper and electronically. Once verified on the Unemployment Insurance mainframe, the paper is destroyed and the electronic version is kept for 7 years Records are maintained on the UI Bull Mainframe in an OIR approved off-site data center in Phoenix, AZ for the duration of the retention period. Once the retention period has ended, records are purged from the system.
Worksheet
Record Location
220 French Landing Drive, Nashville, TN 37243
File Arrangement
STATE ACCOUNT NUMBER
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1995 - Present
Allotment Code
33720
Annual Accumulation
1 Virtual Tape or 1 GB
Current Volume
1 Virtual Tape or 1 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS
Essential Record
Yes - Original
Essential Record Stored
Bull Mainframe
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 50-7-701
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Records Center Retention Period
NA
Retention Legal Citation
YES, TCA 50-7-701.
Electronic Records Plan Inventory
System Name
ATOS/Bull Helios4 mainframe
Hardware Description
VIRTUOSO MEDIA SERVER
Software Description
COBOL 74
System Location
DATA CENTER PHOENIX, AZ
Backup Procedures
Archived off-line annually at Iron Mountain.
Disaster Recovery
MAINFRAME DATABASES ARE BACKED UP ANNUALLY IN PHOENIX, AZ. COMPLETE DISASTER RECOVERY PLAN IS ON FILE WITH THE AGENCY'S IT SECURITY DIRECTOR.
Data Migration Description
Records originating from the online reporting system and third party upload system are transferred to UI mainframe. Paper documents are scanned into the IBML scanner and SoftTrac server and transferred to the UI mainframe.
RDA Comments
Records Management Division (RMD)
01-07-2016
No recommended changes.
Tennessee State Library and Archives
01-07-2016
No recommended changes.
Comptroller Audit Review
01-07-2016
We have reviewed RDA 10064 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-12-2016
Allotment code should be 33720 instead of 33710
RMD Director
02-11-2016
RDA 10064 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will change from eight years to seven years. The format will remain electronic. Recommend approval of request to revise RDA 10064.
Public Records Commission
02-25-2016
PRC approves RDA 10064.