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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11039
Database ID: 1906
Record Series Title: EXAMCALL OR FUTURE DATA BASE
Record Series Abstract: Tracking on corporate data, reports, applications and examination data including, but not limited to, state chartered banks, trust companies,Business and Industrial Development Corporations (BIDCOS) and money transmitters.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: NO CUT OFF
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The data is to be maintained consistent with the RDA for bank division examinations and bank division applications. Information maintained in Archive Section of Examcall regarding Inactive Legacy and Structure Data of institutions, should be maintained as a permanent record of the division and should not be deleted. Disposition Notes Agency will maintain paper and electronic records in agency permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1883
Record Location: TN Dept. of Financial Institutions Citizens Plaza Building 400 Deaderick Street, 6th Floor Nashville, TN 37243
File Arrangement: ALPHA
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1996- Current
Annual Accumulation: 1 cu. ft./ 3 MB
Current Volume: 1 cu. ft./ 61 MB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 1
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 45-1-120(a), 45-7-216, 45-2-1603
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active: Permanent
Agency Retention - Years Inactive: Permanent
Records Center Retention Period: NONE
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ExamCall
IT-ABC Number:
Hardware Description: Database server location CF0119006WB001
Software Description: Power Builder, SQL Server 2005
System Location: OIR Data Center North
Backup Procedures: Daily by OIR following OIR Established policy and procedures
Disaster Recovery: OIR Network recovery following OIR established policy and procedures
Data Migration Description: Remain the same or migrate to new SQL database
Metadata Description: Control number, bank name, city, county, address, document type
Contact Information
Contact Name: CHRISTY BEADLE ADAMS
Job Title: RECORDS OFFICER
Address 1: 400 DEADERICK STREET 6TH FLOOR
Address 2:
City: NASHVILLE
Zip: 37243
Phone: 6155321023
Email: christy.beadle.adams@tn.gov
Agency: Dept. of Financial Institutions
Agency Head: GREG GONZALES
Director: TINA MILLER
Allotment Code: 33600
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-09-2014 RDA submitted is incomplete. RDA mentions paper records; no information provided on paper storage. Worksheet is incomplete: no information provided on record location, range, volume, reference, essential nature, and format. No legal citations provided. No sample provided. Records that are maintained electronically must have completed Electronics Plan Inventory. Agency has been notified of these discrepancies. 2-6-14: Received information from agency to update and revise RDA. 2-7-14: Cut off to reflect abstract or disposition. Agency says they \\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\"do not have a cut off/archive period.\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\"
Tennessee State Libary and Archives: 02-10-2014 Recommend stating explicitly in disposition notes that both paper and electronic records are to be retained permanently in agency.
Comptroller Audit Review: 2014-04-30 We have reviewed RDA 11039 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-08-2014 Agency concurs with RMD, TSLA and Audit.
RMD Director Recomendations: 05-09-2014 RDA 11039 is a request for a new RDA. The record will be kept permanently in agency in paper and electronic format. Recommend approval of the RDA with the following changes recommended by TSLA and agreed to by agency. Disposition Notes - add \\\"Agency will maintain paper and electronic records in agency permanently.\\\"
Signed Form Received: 2014-05-09
PRC Meeting Date: 05-27-2014
PRC Comments: RDA approved with the following changes: Disposition Notes - add \"Agency will maintain paper and electronic records in agency permanently.\"
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1906 11039 2014-05-27 Approved with Changes