State flag of Tennessee An official website of the Tennessee Secretary of State.

Deferred Compensation Investment Selection Documentation

RDA Number
11098
Effective Date
Record Series Abstract
Record series contains files regarding the selection of investments for the state's 401(k) and 457(b) plans. Files include, but are not limited to: written analyses and rationale, policy recommendations, and other supporting calculations and documentation.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Incoming records are scanned. Paper files are shredded after verification of electronic record, and electronic copies stored on an agency database. Records are maintained for 10 years and then destroyed by state approved methods.
Allotment Code
309
Record Location
Andrew Jackson Building, 13th floor
File Arrangement
alpha and numeric
Date Range
1986 to current
Annual Accumulation
2 Megabyte electronic
Current Volume
30 Megabyte electronic
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS, U.S. Department of Labor
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in agency; third party plan administrator may retain copies
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
N/A
Record Sample PDF
1999.sample.pdf28.43 KB
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
1999