An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11366
Effective Date
Record Series Abstract
Memorandum of Understanding and agency files generated by the Finance and Administration Benefits Division. The record series includes but is not limited to the Memorandum of Understanding, premium audits, agency files for local education and local government, terminated files, opt in/opt out and supporting documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When Agency terminates from plan
Total Retention Years
40
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Upon cutoff, the records are to be scanned and stored on electronic server; the hard copies are to be destroyed upon verification that the records were properly scanned and uploaded to the server, maintained in agency 40 years after agency terminates from plan, then destroy by approved methods.
Worksheet
Record Location
312 Rosa Parks Avenue North 18th Floor Nashville Tennesse
File Arrangement
Alpha
Media Format Generated
Both
Date Range
1971 - Current
Allotment Code
31704
Annual Accumulation
1 GB 5 CF - Paper
Current Volume
675 GB 5 CF - Paper
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
40 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
File Net
Hardware Description
Images stored on two storage devices at Data Center North and South
Software Description
IBM FileNet software for images
System Location
Data Center North and Data Center South
Backup Procedures
State standard at both centers encrypted by Enterprise software
Disaster Recovery
State standard at both Data Centers and using offsite storage facilities
Data Migration Description
Full migration plan on file with STS
RDA Comments
Records Management Division (RMD)
10-17-2019
No recommended changes.
Tennessee State Library and Archives
10-17-2019
No recommended changes.
Comptroller Audit Review
10-17-2019
We have reviewed RDA ID 2595 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-18-2019
Agency concurs
RMD Director
10-23-2019
RDA 11366 is a request to create an RDA. The retention period will be forty years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11366.
Public Records Commission
11-12-2019
PRC approves RDA 11366.