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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11096
Database ID: 1997
Record Series Title: Old Age and Survivors Insurance Agency (OASI) Documentation
Record Series Abstract: Record series contains records of Social Security coverage for political subdivisions and their employees. Records include, but are not limited to: 218 agreements, modifications, amendments, local ordinances or resolutions, tax forms, and correspondence related to Social Security coverage.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: There is a daily cutoff date; files are retained permanently.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: In compliance with federal Social Security policy, all records are scanned and held permanently in an agency file share. Consistent with this policy, original 218 agreements and modifications are also retained in paper form. All other paper records are destroyed when scanned and verified for accuracy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1998
Record Location: Andrew Jackson Building, 13th floor
File Arrangement: alpha and numeric
Media Format Generated: Both
Media Format Stored: Electronic: Raster Image
Date Range: 1950s to present
Annual Accumulation: 15 Megabyte electronic
Current Volume: 3 Gigabyte electronic
Record Value: Administrative, Legal
Audit Requirements: Federal
Reference Frequency:
Current Year per Month: 3
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: IRS, Federal Social Security Administration
Essential Record: Yes - Original
Essential Record Stored: essential record stored electronically in agency file share
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 4-4-125 (Dissemination of social security numbers); TCA 10-7-504 (Confidential records -- exceptions)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: permanent
Agency Retention - Years Active: permanent
Agency Retention - Years Inactive: N/A
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Agency Shared Drive Server
IT-ABC Number:
Hardware Description: standard server array
Software Description: Documents are stored in PDF format on agency shared drives.
System Location: System is located in the agency office in the Andrew Jackson Building.
Backup Procedures: Files are backed up daily. Full procedures are on file with the Treasury IT division.
Disaster Recovery: Detailed DR procedures for Treasury's file share are located in the Treasury Recovery Planner.
Data Migration Description: Detailed plans for migrating Treasury's records are on file with the Treasury IT division.
Metadata Description: file name, file type, author, date created
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: Andrew Jackson Building, 14th floor
Address 2: 502 Deaderick St.
City: Nashville
Zip: 37243
Phone: (615) 253-8757
Email: janice.patton@tn.gov
Agency: Dept. of Treasury
Agency Head: David H. Lillard, Jr.
Director: Mary Griffin
Allotment Code: 309
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-26-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 11096 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 Agency concurs.
RMD Director Recomendations: 03-04-2015 RDA 11096 is a request for a new RDA. The retention period will be zero years and permanent. The format will be electronic. Recommend approval of RDA 11096.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1997 11096 2015-03-30 Approved