Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10189
Database ID: 1453
Record Series Title: APPRAISAL SYSTEM - IMPACT
Record Series Abstract: This system contains data for the public utility companies assessed by the Office of State Assessed Properties. These records contain identifying ownership information, as well as property characteristics and market value data information. The current IMPACT electronic appraisal system is part of the “living document” that is the property record card. It is used by our office and assessor offices statewide for inventory purposes and must stay current as per Tennessee Codes Annotated requirements. These records must be available for the current as well as the 5 past years as per the Uniform Standards of Professional Appraisal Practices according to the appraisal license requirements. The ability to research past records is imperative for the appraisal section.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: records are cut off on a daily basis
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: All PRCs (Property Record Cards)are a living document. Each record (item #) contains all current and past data for Office of State Assessed Property (OSAP) Real Property within the same record. This data is avaiable in real time and can be viewed at any time. Records received prior to 2012 were received in paper form (these will be scanned in electronically within the next few years), records after 2012 are electronic but a hard copy is printed and attached to the original PRCs. These records are kept permanently in OSAP office. The IMPACT database is maintained by the Comptrollers IT division, which is now the Division of Technology Services (DoTS). IMPACT contains all areas and Divisions in the same database. The IMPACT Database is backed up by 2 different IDR sites managed and maintained by DoTs.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1453
Record Location: IMPACT application Cordell Hull Bldg.
File Arrangement: alpha / numeric combo
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1970 - current
Annual Accumulation: 0 paper now all electronic, 24 gb
Current Volume: 23 cu. ft. , 123 gb
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 - Original
Essential Record Stored: IMPACT application VNX/IGJKPWC007 and IGJKPWC008
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation: no
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: TCA 67-5-1326
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IMPACT (ECM)
IT-ABC Number: IG20IMPACT
Hardware Description: IMPACT is a n-tier .Net application which includes Web, App, Reports, and database servers.
Software Description: IMPACT is a vendor (Tyler Technologies)supplied .NET solutoin with an Oracle 11G backend.
System Location: Cordell Hull Building
Backup Procedures: Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), backups to the RMON server and subsequent copy of those files to the DR site, as well as nightly replication of the database to the COT DR site.
Disaster Recovery: The recovery time objective for IMPACT is 8 hours. The DR scenario assumes that the necessary network infrastructure and connectivity is in place. In the event of a disaster the IMPACT System Administrator would simply redirect the URL to the DR URL and/or publish the DR URL.
Data Migration Description: Data is stored in an Oracle RAC database. Any plan to migrate the data must take in consideration that the data must remain in it's existing format or conversion programs must account for any differences.
Metadata Description: IMPACT CAMA encompasses real property records from discovery through the entire assessment process. Functionality includes appraisal, classification and assessment, and tax billing.
Contact Information
Contact Name: Debbie Tilley
Job Title: Executive Secretary
Address 1: 425 5th Ave N, 2nd Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-0162
Email: debbie.tilley@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Gary Harris
Allotment Code: 30715
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-06-2015 Please provide legal citation. 8/17/15: Agency provided legal documentation.
Tennessee State Libary and Archives: 08-06-2015 TSLA concurs in RMD comments.
Comptroller Audit Review: 2015-08-10 Audit concurs with RMD comments.
Agency: 08-17-2015 TCA 67-5-1326
RMD Director Recomendations: 09-22-2015 RDA 10189 is a request to revise an RDA. The retention period will increase from zero years to permanent. Format will remain electronic. Recommend approval of request to revise RDA 10189.
Signed Form Received: 2015-09-21
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 10189.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1453 10189 2015-10-13 Approved