An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11382
Effective Date
Record Series Abstract
Record Series Includes but is not limited to Internal Revenue Service (IRS) Information Reporting Returns & Supporting Documentation, Excluding W2'S
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Records should be cut off when the final file for the previous year is transmitted to Internal Revenue Service (IRS) by statutory due date
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off when the final file for the previous year is transmitted to IRS by statutory due date. Records may be maintained in either paper or electronic format. Examples of records include IRS 1099 Misc Form and IRS Form 1042-S. Records in paper format are maintained in agency and destroyed after 7 years. Records stored electronically in SQL Database and accessed through 1099Pro and destroyed after 7 years. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
Paper records are kept at F&A/Division of Accounts, WRS Tennessee Tower, 21st Floor, 312 Rosa L Parks Ave, Nashville, TN 37243.
Electronic data stored in SQL Database and the electronic files are stored on the Application Server. SQL Database and Application server are housed in the state's South Data Center.
Electronic data stored in SQL Database and the electronic files are stored on the Application Server. SQL Database and Application server are housed in the state's South Data Center.
File Arrangement
CHRONOLOGICAL
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
Calendar Year 2005 to Current
Allotment Code
31705
Annual Accumulation
Paper records- 1.5 cubic ft
Electronic records- 300 MB
Electronic records- 300 MB
Current Volume
Paper records - 22 cubic ft
Electronic records - 3 GB
Electronic records - 3 GB
Record Value
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
INTERNAL REVENUE SERVICE
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
TOTAL 7 YEARS
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
1099 Pro Application
Hardware Description
Virtual Application and File Share Servers (not hardware)
State SQL Server
State SQL Server
Software Description
1099 Pro Application
Server OS: Windows 2012
SQL Version: SQL 2016
Server OS: Windows 2012
SQL Version: SQL 2016
System Location
Electronic data stored in SQL Database and the electronic files are stored on the Application Server. SQL Database and Application server are housed in the state's South Data Center.
Backup Procedures
Backups for the 1099 Pro server are nightly incremental and full backups on the weekend. Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Disaster Recovery
SQL Disaster Recovery, we have an upstream dependency on an overall SQL Database Server Disaster Recovery Plan
1099Pro Disaster Recovery, we have procedures and plan in place for disaster recovery.
IRS 1099 and 1042 Forms are included in F&A's Disaster Recovery Plan.
1099Pro Disaster Recovery, we have procedures and plan in place for disaster recovery.
IRS 1099 and 1042 Forms are included in F&A's Disaster Recovery Plan.
Data Migration Description
Electronic data files are migrated through secured mapped drives and Secure File Transfer Protocol (SFTP). The data transfer is encrypted.
RDA Comments
Records Management Division (RMD)
04-16-2020
No recommended changes.
Tennessee State Library and Archives
04-16-2020
No recommended changes.
Comptroller Audit Review
04-16-2020
We have reviewed RDA 11382 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-17-2020
Thank you.
RMD Director
04-20-2020
RDA 11382 is a request to revise an RDA. The RDA was formerly under the number RDA 000081_004 but is being given a new number, per PRC guidance, to reflect the updated number system. The retention period will be seven years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11382.
Public Records Commission
05-15-2020
PRC approves RDA 11382