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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 921
Database ID: 130
Record Series Title: PROPERTY ASSESSMENT APPEAL CASES
Record Series Abstract: RECORDS INCLUDE BUT ARE NOT LIMITED TO, APPEAL FORMS AND RELATED DOCUMENTS AND CORRESPONDENCE RESULTING FROM PROPERTY ASSESSMENT HEARINGS ON APPEALED CASES, APPLICATIONS, COUNTY BOARD DECISIONS, DOCKET NOTICES AND DECISION AND ORDERS.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: six months after final order
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be cut off six months after final order. The complete original paper record of an appeal (TCA 4-5-319) shall be maintained three years after the most recent dated item, and will then be destroyed by state approved methods after verification of scanned electronic records. Settlement and withdrawal documents will be immediately destroyed by state approved methods after verifying scanned electronic records. Paper records are scanned when received throughout the process, and maintained in FileNet. Scanned electronic records shall be maintained of any document generated by the State Board of Equalization (SBOE), for 10 years from cut off, and then destroyed by state approved methods. Electronic records and digital or other recordings of hearings shall be maintained for 10 years from cut off, then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 130
Record Location: The files are maintained as paper documents for three years in file cabinets located on the 9th Floor of the W.R. Snodgrass Tennessee Tower in Nashville, Tennessee. They are scanned into the State of Tennessee Office for Information Resources’ electronic storage, FileNet, and held for a period of 10 years after the final decision date.
File Arrangement: chronological and by county
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1980 - current
Annual Accumulation: 65 cu ft (paper) ; 217 GB Electronic
Current Volume: 200 cu ft. (paper) ; 222 GB Electronic
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 25
2 - 5 Years: 25
Over 5 Years: 65
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: W.R. Snodgrass TN Tower 312 Rosa Parks Avenue, 9th Floor (paper) /scanned on Filenet Server (electronic)
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: scanned into Filenet
Agency Retention: 10 years electronic
Agency Retention - Years Active: 3 years paper
Agency Retention - Years Inactive: 10 years electronic
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 4-5-319 and 67-5-1513
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enterprise FileNet System
IT-ABC Number:
Hardware Description: Windows Server 2008 R2 / SQL Server 2008 R2SP2
Software Description: Enterprise FileNet 4.5 - IBM FileNet P8 Platform (IBM FileNet Content Engine, IBM FileNet Process Engine, IBM FileNet Application Engine, IBM FileNet Rendition Engine.
System Location: OIR Data Centers
Backup Procedures: Currently, only standard, file level backup services are offered. Full backups are done each weekend with incremental backups.
Disaster Recovery: OIR maintained and supported.
Data Migration Description: OIR maintained and supported.
Metadata Description: Each Document has an associate object name and document class indexes.
Contact Information
Contact Name: Karen Hale
Job Title:
Address 1: 312 Rosa L. Parks Ave.
Address 2:
City: Nashville
Zip: 37243
Phone: 615-401-7742
Email: Karen.b.hale@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Kelsie Jones
Allotment Code: 307.11
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-07-2015 No recommended changes
Tennessee State Libary and Archives: 05-07-2015 No recommended changes.
Comptroller Audit Review: 2015-05-07 We have reviewed RDA 921 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-02-2015 no changes
RMD Director Recomendations: 06-08-2015 RDA 921 is a request to revise an RDA. The Title and Abstract have been updated to better reflect records series content. The Cut Off has been changed from Fiscal Year to after Final Order to make sure records are not disposed of early. The retention period will change from fifteen years to ten years and the format will be paper/electronic. Recommend approval of RDA 921.
Signed Form Received: 2015-06-08
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 921.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
130 921 2015-06-23 Approved
2206 921 2017-03-28 Approved