Core Data
RDA Number
11502
Effective Date
Mon, 10/20/2025
Record Series Abstract
The record series includes but is not limited to ACH debit authorization forms and supporting documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Records should be cut off when the authorization is terminated or revoked.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off when the ACH debit authorization is terminated or revoked. Records may be maintained in either paper or electronic format. Examples of records include authorization forms and cancelled check images. 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. Electronically stored records are maintained in a secure format, accessed via appropriate data tools, and retained for 7 years after ACH authorization is revoked. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
Paper records are kept at F&A/Division of Accounts, WRS Tennessee Tower, 21st Floor, 312 Rosa L Parks Ave, Nashville, TN 37243. Electronic data stored in State ERP System.
File Arrangement
State ERP System Customer ID
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Date Range
2025 to Current
Allotment Code
31705
Annual Accumulation
Paper records- 1.5 cubic ft Electronic records- 688 MB
Current Volume
Paper records - 22 cubic ft Electronic records - 3 GB
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?
Yes
Agency Retention
7 years after authorization is terminated or revoked
Electronic Records Plan Inventory
System Name
State ERP System
Hardware Description
Hardware is maintained by STS/State ERP System team at their data center.
Software Description
Software is maintained by STS/State ERP System team at their data center.
System Location
Data center maintained by STS/State ERP System team.
Backup Procedures
Backup procedures are developed by STS/State ERP System team.
Disaster Recovery
The disaster recovery plan is created and executed by STS/State ERP System team.
Data Migration Description
Electronic data files are migrated through secured mapped drives and Secure File Transfer Protocol (SFTP). The data transfer is encrypted.
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11502 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Fri, 09/26/2025
No recommended changes
RMD Director
Fri, 09/26/2025
RDA 11502 is a request to create an RDA. The retention period will be seven years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11502.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11502
