An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10193
Effective Date
Record Series Abstract
THE TAX RELIEF PROGRAM (TRP) DATA CONSISTS OF INFORMATION ON ELDERLY LOW-INCOME AND DISABLED VETERANS INDIVIDUALS, AND DISABLED VETERANS AND SURVIVING SPOUSES WHO QUALIFY FOR STATE ASSISTANCE IN PAYING THEIR PROPERTY TAXES.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of Tax Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
RECORDS ARE RECIEVED VIA THE WEB AND OCCASIONAL PHYSICAL FORM. A PORTION OF THE INFORMATION WITHIN THE RECORDS IS TRANSMITTED TO THE SOCIAL SECURITY ADMINISTRATION TO OBTAIN ADDITIONAL VALIDATION INFORMATION. PHYSICAL RECORDS ARE MAINTAINED IN THE OFFICE AND DESTROYED AFTER 5 YEARS. RECORDS STORED ELECTRONICALLY IN A DATABASE ARE DESTROYED AFTER 5 YEARS. ANY SENSITIVE OR CONFIDENTIAL INFORMATION CONTAINED IS DESTROYED ACCORDING TO STANDARDS FOR THE DESTRUCTION OF CONFIDENTIAL INFORMATION.
Worksheet
Record Location
PHYSICAL RECORDS ARE STORED IN THE SECURED TAX RELIEF SECTION OF THE COMPTROLLER'S OFFICE AT THE CORDELL HULL BUILDING. ELECTRONIC RECORDS ARE STORED IN A DATABASE HOUSED IN THE STATE'S SOUTH DATACENTER.
File Arrangement
Application Number
Media Format Generated
Electronic
Paper
Date Range
1973 to Current
Agency
Allotment Code
30710
Annual Accumulation
150 GB, 0.55 cu.ft.
Current Volume
473 GB, 12.75 cu.ft
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
SOCIAL SECURITY ADMINISTRATION
Essential Record
Yes - Original
Essential Record Stored
TRAMS (Tax Relief Application Management System). ANY PAPER RECORDS ARE STORED IN THE SECURED TAX RELEIEF SECTION OF THE COMPTROLLER'S OFFICE AT THE CORDELL HULL BUILDING.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
CONFIDENTIAL LEGAL CITATION
T.C.A § 67-5-701 (m)
T.C.A § 67-5-703 (d)
T.C.A § 67-5-704 (i)
T.C.A § 10-7-504 (a)(29)
TCA § 47-18-2107
5 U.S.C. § 552a
T.C.A § 67-5-701 (m)
T.C.A § 67-5-703 (d)
T.C.A § 67-5-704 (i)
T.C.A § 10-7-504 (a)(29)
TCA § 47-18-2107
5 U.S.C. § 552a
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
TRAMS (Tax Relief Application Management System)
Hardware Description
TRAMS consists of a web server and database server
Software Description
TRAMS is a web application with an Oracle database.
System Location
Application database servers are housed the in the state's south Data Center.
Backup Procedures
Backups for the application and database servers are performed daily. Backups are stored locally and off-site.
Disaster Recovery
The recovery time objective for TRAMS is 48 hours. The application and database servers have a dependency on the overall TS disaster recovery plan. The TRAMS disaster recovery plan is included in TS's Disaster Recovery Plan.
Data Migration Description
Site-to-site replication of application and database servers to DR environment is performed on a near real-time basis. The replication is encrypted in transit.
RDA Comments
Records Management Division (RMD)
08-24-2023
No recommended changes.
Tennessee State Library and Archives
08-29-2023
No recommended changes.
Comptroller Audit Review
08-25-2023
We have reviewed RDA 10193 from and audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-01-2023
After agency audit review the concur with the retention and disposition specifications.
RMD Director
09-05-2023
RDA 10193 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10193.
Public Records Commission
09-28-2023
PRC approves RDA 10193