An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11096
Effective Date
Record Series Abstract
Record series contains records of Social Security coverage for political subdivisions and their employees. Records include, but are not limited to: 218 agreements, modifications, amendments, local ordinances or resolutions, tax forms, and correspondence related to Social Security coverage.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
There is a daily cutoff date; files are retained permanently.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
In compliance with federal Social Security policy, and T.C.A. Section 8-38-128, all records are maintained electronically. Original 218 agreements and modifications are also retained in paper form at the Tennessee State Library and Archives.
Worksheet
Record Location
Andrew Jackson Building, 13th floor
File Arrangement
Alpha and numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1950s to Current
Agency
Allotment Code
309
Annual Accumulation
15 Megabyte electronic
Current Volume
3 Gigabyte electronic
Record Value
Administrative
Legal
Audit Requirements
Federal
Information Shared Outside the State
Yes
Shared Agencies
IRS, Federal Social Security Administration
Essential Record
Yes - Original
Essential Record Stored
Essential record stored electronically in agency file share
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 4-4-125 (Dissemination of social security numbers); TCA 10-7-504 (Confidential records -- exceptions)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Permanent
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
System meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Hardware Description
System Hardware meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Software Description
System Software meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Backup Procedures
System Backup Procedures meet or exceed STS requirements. Information not publicly listed due to security reasons.
Disaster Recovery
System Disaster Recovery meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Data Migration Description
System Data Migration meets or exceeds STS requirements. Information not publicly listed due to security reasons.
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-05-2022
We have reviewed RDA 11096 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
Agency concurs with recommendations.
RMD Director
04-11-2022
RDA 11096 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11096.
Public Records Commission
04-25-2022
PRC approves RDA 11096