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Collection Services Records

RDA Number
Effective Date
Record Series Abstract
Documentation created to support delinquent account indicators, collection cases, and bankruptcy cases. Documentation includes, but is not limited to, delinquency notices, taxpayer correspondence, payment plans, notices of levy, collection and bankruptcy case file documents, and reports of collection activity.
Record Series Active
Cut Off at End of
If Other, Explain
From final resolution or dormancy date.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
The files are to be cut off when the matter reaches final resolution or dormancy. Paper records may be scanned onto server, and once verified for accuracy, paper will be destroyed. The files will then be destroyed by state-approved methods after five years.
Record Location
500 Deaderick Street, Andrew Jackson Bldg.
File Arrangement
Alphanumeric, Chronological
Media Format Generated
Date Range
1989 - Current
Allotment Code
Annual Accumulation
4 cu. ft. 50GB
Current Volume
20 cu. ft. 260GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
500 Deaderick Street, Andrew Jackson Building or Revenue File Server
Essential Record Media Type
Confidential Legal Citation
TCA 67-5-402
Does this Record Series Contain Sensitive Information?
Agency Retention
5 Years 0 Months
Records Center Retention Period
System Name
Revenue File Servers/ TR3
Hardware Description
Network Attached Storage (NAS). TR3 has an Intel x86 platform.
Software Description
Servers include Word, Excel, PDF, documents and images. TR3 is a COTS (Commercial Off The Shelf) software package that has been configured to be used by the Tennessee Dept of Revenue to record 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
Strategic Technology Solutions (STS) South Data Center hosts the Revenue servers that comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
STS data backup procedures consist of daily incremental back ups, and weekly total back ups 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
Data is stored on the file servers with the appropriate file extensions. 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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 766 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs.
RMD Director
RDA 766 is a request to revise an RDA. The retention period will change from six years and destroy to five years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 766.
Public Records Commission
PRC approves RDA 766.