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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 921
Database ID: 2206
Record Series Title: State Board Of Equalization Records
Record Series Abstract: Records include, but are not limited to: Appeal and Exemption Forms and Related Documents, Exemption Determination Notices, County Board Decisions, Docket Notices and Decisions and Orders.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Date of last action or expiration of appeal deadline
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records of all actions of the State Board of Equalization (SBOE) and the Assessment Appeals Commission, including exemption determination notices, shall be maintained electronically for 10 years from the date of last action (TCA 67-5-1513) and then destroyed by state approved methods. SBOE will no longer generate paper, and all past paper records will be scanned and verified and the paper will be destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2207
Record Location: Comptroller approved electronic storage system
File Arrangement: chronological and by county
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: 1980 - current
Annual Accumulation: 217 GB Electronic
Current Volume: 222 GB Electronic; 270 cu. ft.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 100
Past Year: 75
2 - 5 Years: 40
Over 5 Years: 80
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Electronic storage system
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: Scanned or uploaded into the Comptroller approved electronic storage program
Agency Retention: 10 years electronic
Agency Retention - Years Active: 10
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 4-5-319 and 67-5-1513
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enterprise FileNet System (or any program that modernizes or replaces FileNet)
IT-ABC Number:
Hardware Description: Windows Server 2008 R2 / SQL Server 2008 R2SP2
Software Description: Currently it is the Enterprise FileNet 4.5 - IBM FileNet P8 Platform (IBM FileNet Content Engine, IBM FileNet Process Engine, IBM FileNet Application Engine, IBM FileNet Rendition Engine, but it is subject to change as technology is replaced or updated.
System Location: STS Data Centers
Backup Procedures: Currently, only standard, file level backup services are offered. Full backups are done each weekend with incremental backups.
Disaster Recovery: Currently STS maintained and supported.
Data Migration Description: Currently STS maintained and supported.
Metadata Description: Each Document has an associate object name and document class indexes.
Contact Information
Contact Name: Betsy Knotts
Job Title: Executive Program Manager
Address 1: 425 5th Ave N, 3rd Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-401-7954
Email: betsy.knotts@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Betsy Knotts
Allotment Code: 307.11
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 02-09-2017 No recommended changes.
Tennessee State Libary and Archives: 02-09-2017 No recommended changes.
Comptroller Audit Review: 2017-02-13 We have reviewed RDA 921 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-16-2017 No changes
RMD Director Recomendations: 02-28-2017 RDA 921 is a request to revise an RDA. The retention period will remain ten years and destroy and the format electronic. the Title, Abstract Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 921.
Signed Form Received: 2017-02-27
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 921.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
130 921 2015-06-23 Approved
2206 921 2017-03-28 Approved