| Worksheet ID: |
68 |
| Record Location: |
500 Deaderick Street Andrew Jackson Bldg. |
| File Arrangement: |
Alphanumeric, Chronological |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1979 - current |
| Annual Accumulation: |
1 cu. ft./ 25 GB |
| Current Volume: |
12 cu. ft./ 250 GB |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
30 |
| Past Year: |
15 |
| 2 - 5 Years: |
5 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Internal Revenue Service |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
500 Deaderick Street, Andrew Jackson Building or Revenue File Server |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
TCA 67-5-402 |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
30 Years 0 Months |
| Agency Retention - Years Active: |
30 |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
T.C.A. § 47-31-103(a)(2)(D)(iii) requires the State to hold in escrow for 25 years annual payments made by tobacco product manufacturers to the State pursuant to the Master Settlement Agreement (the “MSA”), which was entered into by the State and leading United States tobacco manufacturers in 1998. The MSA mandates the State’s diligent enforcement of its terms, which necessitates the Department’s retention of records evidencing the payments made by manufacturers for at least the 25-year escrow period, at which time the funds revert back to the manufacturers. The Department works with the Attorney General to ensure the MSA is diligently enforced. To ensure compliance with its diligent enforcement obligation, the Department believes the retention period for these documents should be set at a minimum of 30 years. |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
RITS/TR3 |
| IT-ABC Number: |
DG01C (1996) & DG362 |
| Hardware Description: |
RITS runs on an IBM mainframe computer and both have an Intel x86 platform. |
| Software Description: |
RITS is a legacy mainframe system that is used by the Department of Revenue to record and support the filing of tax returns, revenue collection, and the enforcement of tax payments. This system is written in the following languages: COBOL, Easytrieve, CICS. Transactions are input online during the day and are processed each night. TR3 is a COTS (Commercial Off The Shelf) software package that has been configured to be used by the Tennessee Dept of Revenue to record and support the filing of tax returns, revenue collection, and the enforcement of tax payments. this software is written and supported in VB. Net coding language and highly configurable by utilizing the built in internal configuration utilities. |
| System Location: |
IBM in Boulder, Colorado and STS South Data Center. |
| Backup Procedures: |
RITS data is backed up nightly before batch processing begins. TR3 data is backed up nightly after batch processing. Transaction log backups occur every 1 hour, 24/7. |
| Disaster Recovery: |
Bi-annual Disaster Recovery tests are completed that test for recovery should the system go down, and that includes division testing as well (TPS, VS, etc.). And STS North Data Center is the current disaster recovery site. Disaster recovery starts with a ticket or remedy request placed with STS for network recovery following STS recovery procedure with a goal of 8 hours. |
| Data Migration Description: |
RITS data is stored in DB2 tables. It contains tax account information, taxpayer demographics, collection and payment data, and correspondence to the taxpayer. TR3 Data is housed on SQL Server Database tables. It contains tax account information, taxpayer demographics, collection and payment data, and correspondence to the taxpayer. |
| Metadata Description: |
Data collected with record is: DIN: 13 Archetype: 3 Acct. ID: 9 Period Begin: 8 Period End: 8 Form type: 3 Doc Amt: 9 Remit Amt: 9 Deposit Date: 8 |
