An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11379
Effective Date
Record Series Abstract
Record series consists of, but not limited to, files used to track prior year, written-off warrants and checks and control reissues, redemption, and cancels of said warrants and checks.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
June 30 of the following fiscal year end. For example, FY18 prior year warrants and check files are produced on June 30, 2019.
Total Retention Years
99
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are generated June 30 of the following fiscal year and maintained for 99 years and then destroyed. These files are used to not only document the redemption, cancel, and reissue of a prior-year written off accounts payable warrant, travel expense warrant or payroll check but also to document and help produce the files that are submitted to Department of Treasury's Unclaimed Property (UCP), for possible re-uniting of funds with their intended payees. There being no time limit for a payee to file a claim to UCP, these files are referenced continually as to the final disposition of the warrant or check. Records may be kept in either paper or electronic format. Paper records are maintained on computer paper format in computer paper binders and stored at Division of Accounts for 99 years and then destroyed. Electronic records will be maintained on the state network for 3 years and then migrated to SharePoint and kept for 96 years and then destroyed. Any sensitive information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
Paper files - F&A, Division of Accounts, WRS TN Tower, 21st Fl, 312 Rosa L Parks Ave, Nashville, TN 37243
Electronic files - State's shared drive and Microsoft SharePoint
Electronic files - State's shared drive and Microsoft SharePoint
File Arrangement
Chronological and then by warrant/check number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1970s to Current
Allotment Code
31705
Annual Accumulation
125 MB
Current Volume
Paper - 8 cu ft
Electronic - 1 GB
Electronic - 1 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
99 years
Electronic Records Plan Inventory
System Name
Microsoft SharePoint
Hardware Description
N/A - This is a cloud service maintained by Microsoft.
Software Description
Microsoft SharePoint is a web-based platform used for sharing files and information.
System Location
United States
Backup Procedures
Microsoft provides a backup of all SharePoint data that may be accessed for 93 days.
Disaster Recovery
STS Disaster Recovery Plan.
Data Migration Description
Electronic data files are migrated from statewide drives to Microsoft SharePoint.
RDA Comments
Records Management Division (RMD)
02-16-2023
No recommended changes.
Tennessee State Library and Archives
03-01-2023
No recommended changes.
Comptroller Audit Review
02-22-2023
We have reviewed RDA 11379 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-09-2023
No recommended changes
RMD Director
03-20-2023
RDA 11379 is a request to revise an RDA. The retention period will remain ninety-nine 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 11379.
Public Records Commission
04-18-2023
PRC approves RDA 11379.