Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 805
Database ID: 101
Record Series Title: Audit Work Papers
Record Series Abstract: All documentation created or collected in the course of an audit to support the conclusions, findings, and/or recommendations made. Audit work papers can include, but are not limited to, documentary evidence like contracts, reports, receipts, returns, and invoices; analytical evidence like data comparisons and analyses of accounts; testimonial evidence such as interviews; and physical evidence such as inventory counts.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Notice of assessment issued or resolution.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The files are to be cut off when the matter reaches resolution or notice of assessment is issued. Paper records may be scanned onto server, and once verified for accuracy, paper will be destroyed. The files will then be destroyed by state-approved methods after five years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 101
Record Location: 500 Deaderick Street, Andrew Jackson Bldg.
File Arrangement: Alphanumeric, Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1979 TO CURRENT
Annual Accumulation: 15 cu. ft. 80 GB
Current Volume: 176 cu. ft. 821 GB
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 25
Past Year: 15
2 - 5 Years: 5
Over 5 Years: 1
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: 10 Years 0 Months
Agency Retention - Years Active: 10
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 67-5-402
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Revenue File Servers
IT-ABC Number:
Hardware Description: Network Attached Storage (NAS)
Software Description: Word, Excel, PDF, documents and images
System Location: Strategic Technology Solutions (STS) South Data Center hosts the Revenue servers that comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures: STS data backup procedures consist of daily incremental back ups, and weekly total back ups on the weekend. The process for backing up data from STS South Data Center is to mirror the information at the STS North Data Center, and then create a weekly back up tape.
Disaster Recovery: 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: Data is stored on the file servers with the appropriate file extensions.
Metadata Description: Documents contain associated meta data captured including file size, related dates, and related entities.
Contact Information
Contact Name: Caroline D Lansdell
Job Title: Revenue Processing Assistant Director Revenue Records Officer
Address 1: 500 Deaderick St.
Address 2:
City: Nashville
Zip: 37242
Phone: 615-253-0099
Email: caroline.lansdell@tn.gov
Agency: Dept. of Revenue
Agency Head: David Gerregano
Director: Yvonne Holbert
Allotment Code: 34714
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-29-2018 No recommended changes.
Tennessee State Libary and Archives: 03-29-2018 No recommended changes.
Comptroller Audit Review: 2018-03-29 We have reviewed RDA 805 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-02-2018 Agency concurs.
RMD Director Recomendations: 04-03-2018 RDA 805 is a request to revise an RDA. The retention period will change from zero years (administrative use) to ten years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 805.
Signed Form Received: 2018-04-03
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 805.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
101 805 2018-04-25 Approved