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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1151
Database ID: 197
Record Series Title: Deferred Compensation and Optional Retirement Program (ORP) Participant Files
Record Series Abstract: Records consist of membership files for participants in the state's 401(k) plan, 457(b) plan, and/or Optional Retirement Program (ORP). Documents include, but are not limited to: participation agreements, notification letters, contribution records, hardship or unforeseeable emergency requests, cancellation forms, and any additional correspondence. Record series also includes quarterly statements generated by the third party plan administrator for all participants.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Termination of the contract between the state and a third party plan administrator.
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: All records are held by a third party administrator. Records are retained by the plan administrator for 7 years following the termination of the contract. Upon the contract's termination and the award of a new contract, data is transferred electronically from the old administrator to the new administrator. Active participants are transferred and inactive destroyed after seven years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 197
Record Location: Andrew Jackson Building, 13th floor
File Arrangement: alpha and numeric
Media Format Generated: Both
Media Format Stored: Electronic: Raster Image
Date Range: 1986 to present
Annual Accumulation: N/A
Current Volume: N/A
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: essential record stored electronically and held by third party plan administrator; Treasury department has access to the database
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 8-25-109 (Deferred compensation plan act -- confidentiality of records); TCA 8-25-307 (Profit sharing or salary reduction plans -- confidentiality of records); TCA 10-7-504 (Confidential records -- exceptions)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: 7 years
Agency Retention - Years Inactive: 0 years
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Deferred Compensation System
IT-ABC Number:
Hardware Description: Vendor system server array. Contract information on file with Treasurer IT Division.
Software Description: Vendor system server array. Contract information on file with Treasurer IT Division.
System Location: Vendor location, contract information on file with Treasurer IT Division.
Backup Procedures: Data is backed up on a daily basis. Contract information on file with Treasurer IT Division.
Disaster Recovery: Disaster recovery information on file with Treasurer IT Division.
Data Migration Description: Data migration information on file with Treasurer IT Division.
Metadata Description: Meta Data information includes file name, file type, author, date created. Further details on file with Treasurer IT Division.
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: Andrew Jackson Building, 14th floor
Address 2: 502 Deaderick St.
City: Nashville
Zip: 37243
Phone: (615) 253-8757
Email: janice.patton@tn.gov
Agency: Dept. of Treasury
Agency Head: David H. Lillard, Jr.
Director: Mary Griffin
Allotment Code: 309
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-27-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 1151 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 Agency concurs.
RMD Director Recomendations: 03-04-2015 RDA 1151 is a request to revise an RDA. The retention period will change from 99 years (permanent)to seven years and destroy after a contract change. This is to reflect the legal requirements of what is retained in the system. Records of participants no longer in the plan do not have to be retained after seven years. Format will be electronic. Recommend approval of RDA 1151.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: RDA 1151 approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
197 1151 2015-03-30 Approved