An official website of the Tennessee Secretary of State.
Core Data
RDA Number
728
Effective Date
Record Series Abstract
International Registration Plan, International Fuel Tax, Unified Carrier Registration, and Interstate Carriers records and documents that make up an account file on trucks, tractor trucks, semi-trailer, bus registrations and fee apportionment relative to Tennessee accounts and out-of-state accounts.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be cut off by the end of the calendar year and maintained in electronic format in agency. Paper records will be scanned onto server, once verified for accuracy, paper will be destroyed. After 7 years records will be destroyed by state approved methods.
Worksheet
Record Location
500 Deaderick Street, Andrew Jackson Building, or Revenue File Server
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Raster Image
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Raster Image
Date Range
2008 to Current
Agency
Allotment Code
34716
Annual Accumulation
22,000 single page documents
Current Volume
256,000 single documents
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 67-5-402, TCA 67-1-1702, TCA 55-25-104
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
7 years
Retention Legal Citation
TCA 67-5-402, TCA 67-1-1702, TCA 55-25-104
Electronic Records Plan Inventory
System Name
Filenet/TR3
Hardware Description
Network Attached Storage (NAS). TR3 has an Intel x86 platform.
Software Description
IBM capture software and IBM Datacap software are used to capture images and data and used to export the images to Filenet. TR3 is a COTS (Commercial Off The Shelf) software package that has been configured to be used by the Tennessee Dept of Revenue to records and support the filing of tax returns, revenue collection, and the enforcement of tax payments. This software is written and supported in VB. Net coding language and highly configurable by utilizing the built in internal configuration utilities.
System Location
Filenet Servers ag0375029wc902 ag0375029wc903 ag0375029vb903 Strategic Technology Solutions (STS) South Data Center hosts the Revenue servers that comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
TS data backup procedures consist of daily incremental back back ups, and weekly total backups on the weekend. The process for backing up data from STS South Data Center is to mirror the information at the STS North Data Center, and then create a weekly back up tape. TR3 data is backed up nightly after batch processing. Transaction log backups occur every 1 hour, 24/7.
Disaster Recovery
Disaster starts with a ticket or remedy request placed with STS for network recovery following STS recovery procedure with a goal of 8 hours.
Data Migration Description
TR3 Data is housed on SQL Server Database tables. It contains tax account information, taxpayer demographics, collection and payment data, and correspondence to the taxpayer.
RDA Comments
Records Management Division (RMD)
04-18-2019
No recommended changes.
Tennessee State Library and Archives
04-18-2019
No recommended changes.
Comptroller Audit Review
04-18-2019
We have reviewed RDA 728 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-29-2019
Agency concurs.
RMD Director
05-01-2019
RDA 728 is a request to revise an RDA. The retention period will remain seven years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 728.
Public Records Commission
05-22-2019
PRC approves RDA 728.