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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10186
Database ID: 1451
Record Series Title: Computer Assisted Mass Appraisal System (CAMA)
Record Series Abstract: The CAMA system consists of land and building ownership, description and value information for all counties on the state CAMA system.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: CAMA data cuts off at the end of a tax year. The end of the tax year occurs when a county completes their tax billing for the year. This is generally between the July-October time period. this time is based on several variables.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Maintain permanently in agency. Tax Billing calculations occur at this time creating the official year-end file. “Tax billing calculations” refers to a process in which the assessment systems section of the Division of Property Assessments applies the local property tax rate for each jurisdiction to the assessed value of each taxable parcel within that jurisdiction to calculate the amount of property taxes owed on each taxable parcel. The tax billing calculations are performed within a computer assisted mass appraisal (CAMA) system for jurisdictions participating in the state’s CAMA system. The tax billing calculations are performed on the final CAMA file for each tax year. The exact date of this final file varies by jurisdiction but generally occurs during the late summer to early fall months of each year.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1451
Record Location: Data Center North - 901 5th Ave North Nashville, TN 37243
File Arrangement: Parcel ID
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 1970 - current
Annual Accumulation: 2 mb
Current Volume: 12545 mb
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 5
2 - 5 Years: 2
Over 5 Years: 1
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: CAAS III
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires:
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: CAAS III
IT-ABC Number:
Hardware Description: CAAS III resides on the state's mainframe
Software Description: COBOL/ADF (security database)
System Location: Data Center North
Backup Procedures: Daily tapes, which are stored off-site (Iron Mountain)
Disaster Recovery: Current within 72 hours
Data Migration Description: Data is stored on the state's mainframe database. CAAS III will be discontinued after the last county has been converted to IMPACT, at the end of 2015.
Metadata Description: Information stored in table in Oracle, no specific type of format. The mainframe CAMA system encompasses real property records from discovery through the entire assessment process. Functionality includes appraisal, classification and assessment, and tax billing.
Contact Information
Contact Name: Tim Sands
Job Title: Assessment Systems, Manager
Address 1: 425 5th Ave N
Address 2: 2nd Floor
City: Nashville
Zip: 37243
Phone: 615-401-7803
Email: tim.sands@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P Wilson
Director: Susan Gullette
Allotment Code: 30709
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-27-2015 No recommended changes.
Tennessee State Libary and Archives: 08-27-2015 No recommended changes.
Comptroller Audit Review: 2015-08-31 We have reviewed RDA 10186 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-31-2015 no changes
RMD Director Recomendations: 09-22-2015 RDA 10186 is a request to revise an RDA. The retention period will remain permanent. Format will remain electronic. Recommend approval of request to revise RDA 10186.
Signed Form Received: 2015-09-21
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 10186.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1451 10186 2015-10-13 Approved