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CONTROL FILES FOR WARRANT & CHECK WRITE-OFFS

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 migrated to an equivalent of the State's ECM system and appropriately maintained by the agency within the next 10 months, kept for 99 years and then destroyed. Any sensitive information contained therein shall be destroyed according to standards for destruction of confidential information.
Allotment Code
31705
Record Location
Paper files - F&A, Division of Accounts, WRS TN Tower, 21st Fl, 312 Rosa L Parks Ave, Nashville, TN 37243
Electronic files -To be determined, Electronic records will be migrated to an equivalent of the State's ECM system
File Arrangement
Chronological and then by warrant/check number
Media Format Generated Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1970s to Current
Annual Accumulation
125 MB
Current Volume
Paper - 8 cu ft
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
Record Sample PDF
System Name
To be determined
Hardware Description
Hardware will be functionally equivalent to the State’s ECM system and appropriately maintained by agency.
Software Description
Software will be functionally equivalent to the State’s Enterprise ECM system and appropriately maintained by agency.
System Location
To be determined
Backup Procedures
Backup Procedures will meet or exceed STS standards.
Disaster Recovery
Disaster Recovery will meet or exceed STS standards.
Data Migration Description
To be determined but data will be migrated according to STS standards
Legacy Revision UUID
1591