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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1202
Database ID: 217
Record Series Title: Data Control Sheets IRS
Record Series Abstract: Form is used as a control document for every federal tax record sent to the Department of Revenue from the Internal Revenue Service (IRS). The control document tracks the use and location of each federal record provided by the IRS as it is being viewed within the department of Revenue. The federal records tracked by this data control document are maintained pursuant to Revenue RDA 1210.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When copies of federal records are returned to Internal Audit.
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Completed control documents are to be cut off by the end of the calendar year and stored for six years. After 6 years records will be destroyed by federally approved methods for destruction of IRS records governed by IRS publication 1075.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 217
Record Location: 500 Deaderick Street Andrew Jackson Bldg.
File Arrangement: Numerical, Chronological
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2012-Current
Annual Accumulation: .5 cu. ft.
Current Volume: 3 cu. ft.
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
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: IRS Publication 1075
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 Years 0 Months
Agency Retention - Years Active: 6
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: IRS Publication 1075
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Caroline D Lansdell
Job Title: Revenue Processing Assistant Director Revenue Records Officer
Address 1: 500 Deaderick Street
Address 2:
City: Nashville
Zip: 37242
Phone: 615-253-0099
Email: caroline.lansdell@tn.gov
Agency: Dept. of Revenue
Agency Head: David Gerregano
Director: Yvonne Holbert
Allotment Code: 347.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-15-2018 No recommended changes. 3-21-2018 Update: Agency agreed to Audit's recommendations and the RDA was updated to reflect change.
Tennessee State Libary and Archives: 03-16-2018 No recommended changes.
Comptroller Audit Review: 2018-03-20 We have reviewed RDA 1202 from an audit standpoint. Please set the audit requirements to “both”.
Agency: 03-21-2018 Agency concurs with recommendation to set the audit requirements to “both”.
RMD Director Recomendations: 04-02-2018 RDA 1202 is a request to revise an RDA. The retention period will change from three years to six years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 1202.
Signed Form Received: 2018-04-02
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 1202.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
217 1202 2018-04-25 Approved