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Old Age and Survivors Insurance Agency (OASI) Documentation

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, all records are scanned and held permanently in an agency file share. Consistent with this policy, original 218 agreements and modifications are also retained in paper form. All other paper records are destroyed when scanned and verified for accuracy.
Allotment Code
309
Record Location
Andrew Jackson Building, 13th floor
File Arrangement
alpha and numeric
Date Range
1950s to present
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
No
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?
No
Agency Retention
permanent
Records Center Retention Period
N/A
Record Sample PDF
System Name
Agency Shared Drive Server
Hardware Description
standard server array
Software Description
Documents are stored in PDF format on agency shared drives.
System Location
System is located in the agency office in the Andrew Jackson Building.
Backup Procedures
Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery
Detailed DR procedures for Treasury's file share are located in the Treasury Recovery Planner.
Data Migration Description
Detailed plans for migrating Treasury's records are on file with the Treasury IT division.
Legacy Revision UUID
1997