An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10189
Effective Date
Record Series Abstract
This system contains data for the public utility companies assessed by the Office of State Assessed Properties. These records contain identifying ownership information, as well as property characteristics and market value data information. The current IMPACT electronic appraisal system is part of the living document that is the property record card. It is used by our office and assessor offices statewide for inventory purposes and must stay current as per Tennessee Codes Annotated requirements. These records must be available for the current as well as the 5 past years as per the Uniform Standards of Professional Appraisal Practices according to the appraisal license requirements. The ability to research past records is imperative for the appraisal section.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
records are cut off on a daily basis
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
All PRCs (Property Record Cards)are a living document. Each record (item #) contains all current and past data for Office of State Assessed Property (OSAP) Real Property within the same record. This data is avaiable in real time and can be viewed at any time. Records received prior to 2012 were received in paper form (these will be scanned in electronically within the next few years), records after 2012 are electronic but a hard copy is printed and attached to the original PRCs. These records are kept permanently in OSAP office. The IMPACT database is maintained by the Comptrollers IT division, which is now the Division of Technology Services (DoTS). IMPACT contains all areas and Divisions in the same database. The IMPACT Database is backed up by 2 different IDR sites managed and maintained by DoTs.
Worksheet
Record Location
IMPACT application Cordell Hull Bldg.
File Arrangement
alpha / numeric combo
Date Range
to
Agency
Allotment Code
30715
Annual Accumulation
0 paper now all electronic, 24 gb
Current Volume
23 cu. ft. , 123 gb
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
IMPACT application
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
no
Does this Record Series Contain Sensitive Information?
No
Retention Legal Citation
TCA 67-5-1326
Electronic Records Plan Inventory
System Name
IMPACT (ECM)
Hardware Description
IMPACT is a n-tier .Net application which includes Web, App, Reports, and database servers.
Software Description
IMPACT is a vendor (Tyler Technologies)supplied .NET solutoin with an Oracle 11G backend.
System Location
Cordell Hull Building
Backup Procedures
Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), backups to the RMON server and subsequent copy of those files to the DR site, as well as nightly replication of the database to the COT DR site.
Disaster Recovery
The recovery time objective for IMPACT is 8 hours. The DR scenario assumes that the necessary network infrastructure and connectivity is in place. In the event of a disaster the IMPACT System Administrator would simply redirect the URL to the DR URL and/or publish the DR URL.
Data Migration Description
Data is stored in an Oracle RAC database. Any plan to migrate the data must take in consideration that the data must remain in it's existing format or conversion programs must account for any differences.
RDA Comments
Records Management Division (RMD)
08-06-2015
Please provide legal citation. 8/17/15: Agency provided legal documentation.
Tennessee State Library and Archives
08-06-2015
TSLA concurs in RMD comments.
Comptroller Audit Review
08-10-2015
Audit concurs with RMD comments.
Agency Records Officer
08-17-2015
TCA 67-5-1326
RMD Director
09-22-2015
RDA 10189 is a request to revise an RDA. The retention period will increase from zero years to permanent. Format will remain electronic. Recommend approval of request to revise RDA 10189.
Public Records Commission
10-13-2015
PRC approves RDA 10189.