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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 0098
Database ID: 3
Record Series Title: Invoices, Receipt Journals, and Related Documents
Record Series Abstract: Invoices, Receipt Journals, and Related paper documents are maintained for customers who pay inspection fees and permit fees. The purpose of the invoice documents is to track paid fees. Unpaid fees are tracked using a state approved computer program. Staff reconciles records for accuracy. Records are destroyed by state approved methods.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The records are generated and maintained in paper and electronic format. They consist of reports created by our state approved operating system, receipt tapes created by printing calculators, and customer payments. Records are maintained for five (5) years and scanned pursuant to state approved methods. The final payment triggers the countdown. Records are destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 3
Record Location: Elevator Unit - 220 French Landing Drive. Floor 2, Floor 2B, Nashville Tn. 37243
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1970 to current
Annual Accumulation: 4.2 GB total operation system. (Paper accumulation 4 cubic feet annually)
Current Volume: 4.2 GB total operation system. (Paper accumulation 8 cubic feet)
Record Value: Administrative, Fiscal, Historic
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 5
2 - 5 Years: 5
Over 5 Years: 10
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: Elevator Unit - 220 French Landing Drive. Floor 2, Floor 2B., Nashville Tn. 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Five (5) years.
Agency Retention - Years Active: Three (3) years.
Agency Retention - Years Inactive: Two (2) years
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: SmartSearch
IT-ABC Number: CG13WC001
Hardware Description: The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
Software Description: The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
System Location: STS Data Center South, Smyrna, TN
Backup Procedures: Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery: The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description: The SmartSearch data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by a DBA and the SmartSearch System Administrator.
Metadata Description: Tennessee number, permit number, company name, city and county, invoice number and payment number. Refer to SmartSearch System Administrator.
Contact Information
Contact Name: Anita Irene Rhodes
Job Title: Administrative Assistant 3
Address 1: 220 French Landing Drive 2nd. Floor Side B
Address 2: Elevator Unit
City: Nashville
Zip: 37243
Phone: 615-741-0487
Email: anita,i,rhodes@tn.gov
Agency: Dept. of Labor & Workforce Development
Agency Head: Burns Phillips, Commissioner
Director: Chris Farmer, Elevator Unit Supervisor
Allotment Code: 337.05
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-05-2016 No recommended changes.
Tennessee State Libary and Archives: 05-05-2016 No recommended changes.
Comptroller Audit Review: 2016-05-05 We have reviewed RDA 98 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-09-2016 We concur and thank you.
RMD Director Recomendations: 05-16-2016 RDA 0098 is a request to revise the RDA. The Abstract has been updated. The retention period is changing from Permanent to five years. The agency has attached a memo explaining there is no legal basis for the former permanent retention. The format is changing to paper/electronic. Recommend approval of request to revise RDA 0098.
Signed Form Received: 2016-05-16
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 98.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
3 0098 2016-06-22 Approved