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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10064
Database ID: 1335
Record Series Title: TRANSACTION MASTER
Record Series Abstract: MAINFRAME RECORDS INCLUDE TOTAL AND TAXABLE WAGES PREMIUMS DUE AND PAID, PAYMENTS AND ADJUSTMENT CODES FOR TENNESSEE EMPLOYERS. USED FOR THE PURPOSE OF MAINTAINING DETAIL PAYMENT INFORMATION.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Records are cut off at the end of Unemployment Insurance (UI) tax year which is June 30 of each year.
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Record series is generated in paper and electronically. Once verified on the Unemployment Insurance mainframe, the paper is destroyed and the electronic version is kept for 7 years Records are maintained on the UI Bull Mainframe in an OIR approved off-site data center in Phoenix, AZ for the duration of the retention period. Once the retention period has ended, records are purged from the system.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1335
Record Location: 220 French Landing Drive, Nashville, TN 37243
File Arrangement: STATE ACCOUNT NUMBER
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 1995 - Present
Annual Accumulation: 1 Virtual Tape or 1 GB
Current Volume: 1 Virtual Tape or 1 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 100
Past Year: 1000
2 - 5 Years: 100
Over 5 Years: 100
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: IRS
Essential Record: TRUE
Essential Record Stored: Bull Mainframe
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 50-7-701
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: 7 YEARS
Agency Retention - Years Inactive:
Records Center Retention Period: NA
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: ATOS/Bull Helios4 mainframe
IT-ABC Number:
Hardware Description: VIRTUOSO MEDIA SERVER
Software Description: COBOL 74
System Location: DATA CENTER PHOENIX, AZ
Backup Procedures: Archived off-line annually at Iron Mountain.
Disaster Recovery: MAINFRAME DATABASES ARE BACKED UP ANNUALLY IN PHOENIX, AZ. COMPLETE DISASTER RECOVERY PLAN IS ON FILE WITH THE AGENCY'S IT SECURITY DIRECTOR.
Data Migration Description: Records originating from the online reporting system and third party upload system are transferred to UI mainframe. Paper documents are scanned into the IBML scanner and SoftTrac server and transferred to the UI mainframe.
Metadata Description: RECORD LAYOUT INCLUDES THE STATE ACCOUNT NUMBER, TOTAL AND TAXABLE WAGES REPORTED, TRANSACTION CODES, AMOUNTS DUE AND PAID AND OTHER TRANSACTION DATA POSTED TO AN EMPLOYER'S ACCOUNT.
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.
Tennessee State Libary and Archives: 01-07-2016 No recommended changes.
Comptroller Audit Review: 2016-01-07 We have reviewed RDA 10064 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 01-12-2016 Allotment code should be 33720 instead of 33710
RMD Director Recomendations: 02-11-2016 RDA 10064 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will change from eight years to seven years. The format will remain electronic. Recommend approval of request to revise RDA 10064.
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 10064.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1335 10064 2016-02-25 Approved