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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 692
Database ID: 69
Record Series Title: VEHICLE TITLE & REGISTRATION RECORDS
Record Series Abstract: Applications For Certificate Of Title And Registration With Supporting Documents For History Of Vehicle, Salvage Application And Discharge Of Liens, County Clerk Invoices, License Plate Inventory And Claims For Refunds. Sf-1350 Custom Made Plate Requests From General Assembly. Motor Vehicle Registration Yearly Renewals.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are to be cut off by the end of the calendar year and maintained in electronic format in agency. Paper records will be scanned onto server, once verified for accuracy, paper will be destroyed. After 7 years records will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 69
Record Location: 44 vantage way, suite 160 Nashville,Tn
File Arrangement: Alpha,Numeric,&Other - Tittle number
Media Format Generated: Paper
Media Format Stored: Electronic: Raster Image
Date Range: 2007 - current
Annual Accumulation: 40 cu. ft. 10,000 SINGLE PAGE DOCUMENTS ON SERVER
Current Volume: 400 cu. ft. paper 100,000 SINGLE PAGE DOCUMENTS ON SERVER 66400 reels microfilm
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 108
Past Year: 1
2 - 5 Years: 5
Over 5 Years: 7
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: Paper & Imaging
Agency Retention: 7 years
Agency Retention - Years Active: 7 years
Agency Retention - Years Inactive: 0 years
Records Center Retention Period: 0 years
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Filenet
IT-ABC Number: DG327
Hardware Description: The images are either of Revenue server ag0319006WF513 or ag2219006Wa009, then transferred to Filenet server.
Software Description: IBM capture software and IBM Datacap software are used to capture images and data and used to export the images to Filenet.
System Location: Filenet servers: ag0375029wc902, ag0375029wc903, ag0375029vb903
Backup Procedures: OIR does backups nightly to South data center and North data center.
Disaster Recovery: Remedy request sent to ECM to restore from last backup tape.
Data Migration Description: Images are imported into Filenet
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
Contact Information
Contact Name: WAYNE ALAN HOUGH
Job Title: REVENUE PROCESSING MANAGER
Address 1: 500 DEADERICK ST
Address 2: 7TH FLOOR
City: NASHVILLE
Zip: 37242
Phone: 615-741-8384
Email: WAYNE.HOUGH@TN.GOV
Agency: Dept. of Revenue
Agency Head: RICHARD ROBERTS
Director: YVONNE HOLBERT
Allotment Code: 347.16
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes.
Tennessee State Libary and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA 692 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-08-2015 Agrees with Records Mgmt., Audit and TSLA.
RMD Director Recomendations: 06-09-2015 RDA 692 is a request to revise an RDA. The retention period will change from twelve years to seven years and the format will change from paper to electronic. Recommend approval of RDA 692.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 692
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
69 692 2015-06-23 Approved