An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10182
Effective Date
Record Series Abstract
Invoices, Receipt Journals, and Related paper documents are maintained for customers who pay inspection/re-inspection fees, certificate fees, permit fees, credential fees, and repair license fees. The purpose of the invoice documents is to generate revenue for services rendered. Unpaid fees are tracked using the state approved computer program. Staff reconciles records for accuracy. Records are destroyed by state approved methods.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Final Payment or Referral to State Approved Collection Agency
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The records are generated and maintained in paper and electronic format. They consist of reports created by our state approved operating system, receipt tapes created by printing calculators, invoices, and customer payments. Records are maintained for five (5) years and scanned pursuant to state approved methods. The final payment or referral to state approved collection agency triggers the countdown. Records are destroyed by state approved methods.
Worksheet
Record Location
Boiler Unit - 220 French Landing Drive, Nashville, TN 37243
File Arrangement
alpha/numeric
Media Format Generated
Both
Date Range
1970 - Present
Allotment Code
337.05
Annual Accumulation
1.41 GB total operation system. Paper accumulation is 2.8 cubic feet
Current Volume
1.41 GB total operation system. Paper accumulation is 2.8 cubic feet
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Boiler Unit - 220 French Landing Drive, Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Records are electronically maintained in current operating system.
Records Center Retention Period
2 years
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
SmartSearch
Hardware Description
The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
Software Description
The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
System Location
STS Data Center South, Smyrna, TN
Backup Procedures
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery
The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description
The SmartSearch data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by a DBA and the SmartSearch System Administrator.
RDA Comments
Records Management Division (RMD)
05-19-2016
RMD recommends cut off to be at final payment or referral to state approved collection agency.
Tennessee State Library and Archives
05-19-2016
TSLA concurs in RMD comment.
Comptroller Audit Review
05-20-2016
Audit concurs with RMD comments.
Agency Records Officer
05-24-2016
We concur.
RMD Director
05-30-2016
RDA 10182 is a request to revise an RDA. The retention period will remain five years and destroy. The format will remain paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. The reviewers recommended the Cut Off be changed to final payment or referral to state approved collection agency. Agency concurred with reviewers. Recommend approval of request to revise RDA 10182 with the following change: Cut Off: Final Payment or Referral to State Approved Collection Agency
Public Records Commission
06-22-2016
PRC approves RDA 10182 with the following change: Cut Off: Final Payment or Referral to State Approved Collection Agency