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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10182
Database ID: 1447
Record Series Title: Invoices, Receipt Journals, and Related Documents
Record Series Abstract: Invoices, Receipt Journals, and Related paper documents are maintained for customers who pay inspection/re-inspection fees, certificate fees, permit fees, credential fees, and repair license fees. The purpose of the invoice documents is to generate revenue for services rendered. Unpaid fees are tracked using the state approved computer program. Staff reconciles records for accuracy. Records are destroyed by state approved methods.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Final Payment or Referral to State Approved Collection Agency
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The records are generated and maintained in paper and electronic format. They consist of reports created by our state approved operating system, receipt tapes created by printing calculators, invoices, and customer payments. Records are maintained for five (5) years and scanned pursuant to state approved methods. The final payment or referral to state approved collection agency triggers the countdown. Records are destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1447
Record Location: Boiler Unit - 220 French Landing Drive, Nashville, TN 37243
File Arrangement: alpha/numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1970 - Present
Annual Accumulation: 1.41 GB total operation system. Paper accumulation is 2.8 cubic feet
Current Volume: 1.41 GB total operation system. Paper accumulation is 2.8 cubic feet
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 100
Past Year: 100
2 - 5 Years: 100
Over 5 Years: 100
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: Boiler Unit - 220 French Landing Drive, Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation: N/A
Media Recommendation: Current Format
Media Recommendation Other: N/A
Agency Retention: Records are electronically maintained in current operating system.
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: 3 years
Records Center Retention Period: 2 years
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: SmartSearch
IT-ABC Number: CG13WC001
Hardware Description: The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
Software Description: The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
System Location: STS Data Center South, Smyrna, TN
Backup Procedures: Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery: The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description: The SmartSearch data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by a DBA and the SmartSearch System Administrator.
Metadata Description: Tennessee number, permit number, company name, city and county, invoice number and payment number. Refer to SmartSearch System Administrator.
Contact Information
Contact Name: Deborah K Rhone
Job Title: Administrative Services Assistant 3
Address 1: 220 French Landing Drive, Floor 2B
Address 2: Boiler Unit
City: Nashville
Zip: 37243
Phone: 615-741-6139
Email: Deborah.Rhone@tn.gov
Agency: Dept. of Labor & Workforce Development
Agency Head: Commissioner Burns Phillips
Director: Sam Chapman, Chief Boiler Inspector
Allotment Code: 337.05
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-19-2016 RMD recommends cut off to be at final payment or referral to state approved collection agency.
Tennessee State Libary and Archives: 05-19-2016 TSLA concurs in RMD comment.
Comptroller Audit Review: 2016-05-20 Audit concurs with RMD comments.
Agency: 05-24-2016 We concur.
RMD Director Recomendations: 05-30-2016 RDA 10182 is a request to revise an RDA. The retention period will remain five years and destroy. The format will remain paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. The reviewers recommended the Cut Off be changed to final payment or referral to state approved collection agency. Agency concurred with reviewers. Recommend approval of request to revise RDA 10182 with the following change: Cut Off: Final Payment or Referral to State Approved Collection Agency
Signed Form Received: 2016-05-31
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 10182 with the following change: Cut Off: Final Payment or Referral to State Approved Collection Agency
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1447 10182 2016-06-22 Approved with Changes