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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11267
Database ID: 2347
Record Series Title: Certified Public Accountant Candidate File
Record Series Abstract: Record series includes but is not limited to: Exam Score Records for individuals that have yet to apply for a Certified Public Accountant Candidate (CPA) license, transcripts, and professional ethics exam certificates.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Calendar year in which exams scores expired and are no longer valid.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Documents are maintained as part of candidate file for individuals who have not applied for a CPA license. They are received as part of the CPA candidacy exam. Documents will be maintained in either paper or electronic format as long as the electronic file has been verified for completeness and accuracy. When an individual applies for a Certified Public Accountant (CPA) license the record is transferred to RDA 10222 - Regulatory Boards Licensing Files. If after ten years an individual has not applied for a license, the exam scores expire and the record series begins its retention phase. Record series is kept for an additional 10 years in agency, and then destroyed
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2347
Record Location: 500 James Robertson Parkway, Davy Crockett Tower, Nashville, TN 37243
File Arrangement: Alphabetical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1970 to current
Annual Accumulation: .25 cubic feet, 2 MB
Current Volume: 3 cubic feet, 20 MB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 60
Past Year: 720
2 - 5 Years: 720
Over 5 Years: 720
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: Information is shared with other state boards as requested
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 20 years
Agency Retention - Years Active: 10 years
Agency Retention - Years Inactive: 10 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 62-1-105
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Network shared volume - ag03sdcwf00507
IT-ABC Number: N/A
Hardware Description: The records are stored on a network shared volume running on a Windows 2012 Server R2 WM. Files are accessed using a Windows 9 desktop or laptop.
Software Description: The records are accessed on a network shared volume running on a Windows 2012 Server R2 WM. Files are accessed using a Windows 9 desktop or laptop.
System Location: The network file share is located in the South Data Center (SDA).
Backup Procedures: Oracle NAS - Daily incremental tape backups - Weekly Full-Backup - done once a week - Monthly-Backup - once completed tape is sent to offsite storage
Disaster Recovery: Oracle NAS Storage - Restore from Incremental-Backup - Restore from Weekly Full-Backup - Restore from Monthly Full-Backup
Data Migration Description: These records are scanned from a copier-scanner
Metadata Description: Name, file number, date created.
Contact Information
Contact Name: Susan Page
Job Title: Records Officer
Address 1: 500 James Robertson Parkway
Address 2:
City: Nashville
Zip: 37243
Phone: 6152538397
Email: Susan.J.Page@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Hodgen M. Mainda - Commissioner
Director: Wendy Garvin
Allotment Code: 335.10
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-01-2018 No recommended changes.
Tennessee State Libary and Archives: 03-01-2018 No recommended changes.
Comptroller Audit Review: 2018-03-07 We have reviewed RDA ID 2347 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-09-2018 Agency concurs with no recommended changes.
RMD Director Recomendations: 03-28-2018 RDA 11267 is a request for a new RDA. The records series will be retained for ten years and then destroyed. The format will be paper/electronic. Recommend approval of request to create RDA 11267.
Signed Form Received: 2018-03-28
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 11267.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2347 11267 2018-04-25 Approved