An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2487
Effective Date
Record Series Abstract
Examination work papers and related documents for all institutions regulated by the department including, but not limited to, bank, IT, trust, Bank Secrecy Act, money transmitter, Building and Industrial Development Corporation, credit union, premium finance, mortgage, industrial loan and thrift, check casher, title pledge lender and deferred presentment companies.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Next full scope of exam
Total Retention Years
1
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are to be destroyed after the next full scope exam of the respective institution by the division unless the examiner-in-charge or other appropriate official determines that it is in the best interest of the division, for safety and soundness reason, to maintain for an extended period of time. Work papers associated with an examination performed jointly with a federal agency, and/or work papers of a trouble institution may require work papers to be retained for a longer period of time, as determined by the examiner-in-charge or other appropriate official. Any paper migrated to electronic will be verified, upon verification paper will be destroyed.
Worksheet
Record Location
TN Dept. of Financial Institutions Citizens Plaza Building 400 Deaderick Street, 6th Floor Nashville, TN 37243
File Arrangement
Alpha
Date Range
to
Allotment Code
33600
Annual Accumulation
361 cu. ft./ 40 GB
Current Volume
596 cu.ft/ 40 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
TCA 45-1-120 (a); 45-2-1603; 45-7-216
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year
Records Center Retention Period
0 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Compliance- AG 0319006WF503/ Bank- TDFI Imaging/ Credit Union- C: Drive tag #22936
Hardware Description
Compliance-VMware, OIR Data Center File Server/ Bank- VMware, OIR Data Center File Server. Database server location CF0119006WB002/ Credit Union- HP Desktop Workstation
Software Description
Compliance- Adobe PDF/ Bank- .NET/SQL Server 2005, Windows Server 2003/ Credit Union- Windows 7, Adobe PDF
System Location
Compliance- OIR Data Center North/ Bank- OIR Data Center North/ Credit Union- Local Hard drive
Backup Procedures
Compliance- Daily by OIR following OIR Established policy and procedures/ Bank- Daily by OIR following OIR Established policy and procedures/ Credit Union- CD-ROM Back-up
Disaster Recovery
Compliance- OIR Network recovery following OIR established policy and procedures/ Bank- OIR Network recovery following OIR established policy and procedures/ Credit Union- Recovery from CD-ROM
Data Migration Description
Compliance- Migrate to VMware or ECM/ Bank- Remain the same or migrate to new imaging solution/ Credit Union- None until saved in electronic form in a database or on a server.
RDA Comments
Records Management Division (RMD)
01-09-2014
More information needed before Records Management Division review record series. 1-14-2014: RMD met with agency to possibly merge with RDA 2477. RDA on hold until further information is obtained. 2-6-14: Received information from agency to update and revise RDA. 2-7-14: Consider cut off to reflect disposition.
Tennessee State Library and Archives
02-04-2014
TSLA concurs in RMD comments to date.
Comptroller Audit Review
02-21-2014
We have reviewed RDA 2487 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-15-2014
Please change cut off to \"Next Full Scope Exam\". These records are working papers only and hold no fiscal value. The actual exam is kept for 5 years under RDA#2488 (Credit Union), RDA#2486 (Compliance), and RDA#2484 (Bank).
RMD Director
05-09-2014
RDA 2487 is a request to revise an RDA. The retention period will change from five years to one year and the records may be stored in either paper or electronic formats. Recommend approval with the changes below as agreed upon by the Agency. Cut off - Next full scope exam
Public Records Commission
05-27-2014
RDA approved with the following changes: Cut off - Next full scope exam