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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10061
Database ID: 1332
Record Series Title: EMPLOYER MASTER FILES
Record Series Abstract: EMPLOYER MASTER FILE INCLUDES OWNERSHIP, BUSINESS NAME, FEDERAL EMPLOYER IDENTIFICATION NUMBER(FEIN), BUSINESS TYPE, CONTACT INFORMATION,LEGAL ACTION CODES, POWER OF ATTORNEY (POA), COUNTY, AREA, AUDITOR ASSIGNMENT, 1ST EMPLOYMENT AND LIABILITY DATES, AS WELL AS OTHER INFORMATION USED FOR THE PURPOSE OF COLLECTING UNEMPLOYMENT INSURANCE PREMIUMS.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Calendar Quarter
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated in paper and employer information is manually entered into the Unemployment Insurance tax database, then paper records are destroyed in accordance with state requirements. Maintain on bull mainframe in agency until account has been canceled for 10 years. Data is then purged from the system and destroyed in accordance with state requirements.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1332
Record Location: 220 French Landing, Nashville, TN 37243
File Arrangement: STATE ACCOUNT NUMBER
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 1936-Present
Annual Accumulation: 1 GB or One Virtual Tape
Current Volume: 1 GB or One Virtual Tape
Record Value: Administrative
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 30
Past Year: 30
2 - 5 Years: 30
Over 5 Years: 15
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: IRS
Essential Record: TRUE
Essential Record Stored: Data Center Iron Mountain
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 50-7-701
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 YEARS
Agency Retention - Years Active: 10 YEARS
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: YES, TCA 50-7-701.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Bull Mainframe
IT-ABC Number:
Hardware Description: VIRTUOSO MEDIA STORAGE
Software Description: Cobol 74 - UFAS Indexed sequential
System Location: DATA CENTER IN PHOENIX, AZ
Backup Procedures: FILES ARE BACKED UP NIGHTLY
Disaster Recovery: MAINFRAME DATABASES ARE BACKED UP ANNUALLY IN PHOENIX, AZ. SYSTEM WAS RE-CERTIFIED IN DECEMBER 2015. COMPLETE DISASTER RECOVERY PLAN IS ON FILE WITH THE AGENCY'S IT SECURITY DIRECTOR.
Data Migration Description: Data is manually entered into the Bull mainframe.
Metadata Description: THE RECORD LAYOUT CONSISTS OF EMPLOYER ACCOUNT NUMBER, EMPLOYER NAME, ADDRESS, CONTACT INFORMATION, AND OTHER INFORMATION NEEDED TO MAINTAIN EMPLOYER ACCOUNTS. COMPLETE RECORD LAYOUT IS ON FILE WITH THE AGENCY'S IT MAINFRAME PROGRAMMERS.
Contact Information
Contact Name: Sharon Coleman
Job Title: ASA 3
Address 1: 220 French Landing Drive
Address 2: Floor 2-B
City: Nashville
Zip: 37243
Phone: 615-741-2430
Email: sharon.coleman@tn.gov
Agency: Dept. of Labor & Workforce Development
Agency Head: BURNS PHILLIPS
Director: Carl Attkisson
Allotment Code: 33720
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-07-2016 No recommended changes, but in future please spell out acronyms. 1/8/15: Agency has provided terminology for Calendar Quarter as \\\\\\\"one of the four periods of three months each of a calendar year.\\\\\\\"
Tennessee State Libary and Archives: 01-07-2016 TSLA concurs in RMD comments.
Comptroller Audit Review: 2016-01-07 We have reviewed RDA 10061 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 01-12-2016 ADDED ADDITIONAL INFORMATION REQUESTED. Allotment Code should be 33720 instead of 33710 No comments
RMD Director Recomendations: 02-11-2016 RDA 10061 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will remain ten years. The format will remain electronic. Recommend approval of request to revise RDA 10061.
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 10061.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1332 10061 2016-02-25 Approved