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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 429
Database ID: 31
Record Series Title: AD VALOREM TAX REPORT FILES AND QUESTIONNAIRE
Record Series Abstract: The Ad Valorem Tax report is on our web site and available for the public by February of each year. The example attached is the Motor Carrier Ad Valorem Report, it consists of 7 pages. The information requested is listed on the top of each page, some of the information requested is “Real and Personal Property Located in Tennessee”, “Carrier Operating Property Summary”, “Over the Road Equipment”, and “List of All Tennessee owner/operators”. The other company types Airfreight, Airline, Barge Lines, Electric Cooperatives, Electric, Gas, Motor Bus, Private Cars, Pipeline Power Transmissions, Railroads, Telephone Coop, Telephone Long Distance, Telephone, Wireless Carrier, Wireless management and Water & Sewerage have to fill out the Ad Valorem Tax report also, but each report has different information. The report can be filed by paper and mailed in or it can be filed electronically. The deadline for these reports to be filed with our office is April 1 of each year. This report provides information that allows our staff to analyze and determine the assessment for the company. The company is then notified of their assessment by the 1st Monday in August. The Ad Valorem Tax questionnaire is part of our discovery process. This report provides information with the type of presence they have in Tennessee. The questionnaire is sent out in January but is ongoing throughout the year. When we receive the questionnaire it is analyzed by our staff to determine if they are required to file an ad valorem report. If so, the company will be required to file an Ad Valorem report with our office and added to our roll.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are maintained in the Office of State Assessed Properties for 3 years after cut off, then scanned to electronic format, and paper records are destroyed after verifying electronic record. Electronic records are maintained in FileNet for the subsequent 7 years. At the end of the total 10 year retention , electronic records are destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 31
Record Location: Cordell Hull Building, 2nd Floor
File Arrangement: Alpha / numeric Combo
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 2007 - current
Annual Accumulation: 15.5 Cu. Ft, 25 mb
Current Volume: 57.0 Cu. Ft, 136.5 mb
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 100
Past Year: 100
2 - 5 Years: 75
Over 5 Years: 25
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Filenet
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation: no
Media Recommendation: Other
Media Recommendation Other: scanned to electronic
Agency Retention: 10 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Ad Valorem
IT-ABC Number: IG15AVW2
Hardware Description: Ad Valorem Online is a .NET application which includes web and database server
Software Description: Ad Valorem online was developed in-house with a SQL Server 2005 backend.
System Location: Cordell Hull Building
Backup Procedures: Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR site.
Disaster Recovery: The recovery time objective for Ad Valorem Online is 8 hours. The DR scenario assumes that hte necessary network infrastructure and connectivity is in place. In the event of a disaster the Web Administrator would simply redirect the URL, and/or publish the DR URL.
Data Migration Description: Data is stored in a SQL Server Database named SP_AdValorem
Metadata Description: Information related to annyal appraisal and assessment of all public utility and transportation properties for billing and collection of property taxes.
Contact Information
Contact Name: Debbie Tilley
Job Title: Executive Secretary
Address 1: 425 5th Ave N, 2nd Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-0140
Email: debbie.tilley@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Gary Harris
Allotment Code: 30715
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-27-2015 No recommended changes.
Tennessee State Libary and Archives: 05-27-2015 No recommended changes.
Comptroller Audit Review: 2015-05-27 We have reviewed RDA 429 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-02-2015 no changes
RMD Director Recomendations: 06-06-2015 RDA 429 is a request to revise an RDA. The retention period will be ten years and destroy and the format will be paper/electronic. Abstract updated to include records from RDA 430. Recommend approval of RDA 429.
Signed Form Received: 2015-06-04
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 429.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
31 429 2015-06-23 Approved