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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 413
Database ID: 29
Record Series Title: Tennessee Consolidated Retirement System (TCRS) Participant Files
Record Series Abstract: Record series contains files for active, withdrawn, retired, and deceased members of the Tennessee Consolidated Retirement System (TCRS). Documents include, but are not limited to: employee master files, detail contribution files, employee statements, employer files, installment payment files, and retired payroll files.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: There is a daily cutoff; files are maintained permanently.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Files are considered active for the lifetime of the participant and beneficiaries; therefore, documentation is retained permanently. Records are generated and held electronically in the Concord system. Information from superseded systems is now stored in Concord. TCRS microfilm and microfiche will be converted in 2015 and held electronically.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 29
Record Location: Andrew Jackson Building, 15th floor
File Arrangement: numeric
Media Format Generated: Electronic
Media Format Stored: Electronic: Raster Image
Date Range: 1945 to current
Annual Accumulation: 50 Gigabyte electronic
Current Volume: 1.8 Terabyte electronic
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: essential record is stored electronically in an agency database
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 8-36-510 (Disability retirement -- confidentiality of records); 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: Concord
IT-ABC Number:
Hardware Description: The Concord system is a .Net application with various subsystems and databases. The systems are running on Windows 2008, R2 servers (virtual) in the VMware environment at OIR Datacenter South. The database(s) is / are running Microsoft SQL Server 2008, R2 on physical ProLiant DL 380 servers with the OS being Windows 2008 R2. Utility database(s) is / are running on Microsoft SQL Server 2008, R2 on Windows 2008, R2 servers (virtual) in the VMware environment at OIR.
Software Description: The database(s) is / are running Microsoft SQL Server 2008, R2 on physical ProLiant DL 380 servers with the OS being Windows 2008 R2.
System Location: The Concord systems are located at OIR Data Center South.
Backup Procedures: Full system backup exists at Treasury's DR site at Peak 10.
Disaster Recovery: Detailed DR procedures for the Concord system are located in the Treasury Recovery Planner. The DR recovery procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the Treasury's Peak 10 site for both operations and data. If both OIR’s South Data Center and Treasury's Peak 10 are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description: Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Treasury Records Officer and the Treasury IT Staff. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform.
Metadata Description: Record series contains files for active, withdrawn, retired, and deceased members of the Tennessee Consolidated Retirement System (TCRS). Documents include, but are not limited to: employee master files, detail contribution files, employee statements, employer files, installment payment files, and retired payroll files. This is a dynamic SQL Database, and the data resides in an SQL .dbf format. Location: South Data Center, located in Smyrna
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: 14th floor, Andrew Jackson Building
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: 02-27-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 413 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 413 is a request to revise an RDA. The retention period will change from 75 years to permanent and the format will change to electronic. Recommend approval of RDA 413.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: RDA 413 approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
29 413 2015-03-30 Approved