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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 106
Database ID: 4
Record Series Title: MISCELLANEOUS STATE TAX RETURNS
Record Series Abstract: Alcoholic Beverage, Auto Rental Surcharge, Bail Bond, Beer, Business, Gross Receipts, Liquor By The Drink, Oil & Tire, Professional Privilege, Sales & Use, Severance, Tobacco Taxes, Income Tax, Franchise & Excise Tax Extensions And Quarterly Payments, Inheritance Tax Returns (Short Form),Other Local Taxes, And Payment Documents. Gift Tax Return(Form Inh 300), Application For Extension Of Time To File Gift Tax Return, Form Inh 303, etc.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are to be cut off by the end of the calendar year and maintained in electronic format in agency. Paper records will be scanned onto server, once verified for accuracy, paper will be destroyed. After 7 years records will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 4
Record Location: ANDREW JACKSON STATE OFFICE BUILDING 500 DEADERICK ST 13TH FLOOR CENTRAL FILES NASHVILLE, TN 37242
File Arrangement: Chronological
Media Format Generated: Both
Media Format Stored: Electronic: Raster Image
Date Range: MARCH 2013 TO CURRENT
Annual Accumulation: 90 CUBIC FEET 11,000 SINGLE PAGE DOCUMENTS ON SERVER
Current Volume: 500 CUBIC FEET 110,000 SINGLE PAGE DOCUMENTS ON SERVER
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 350
Past Year: 4
2 - 5 Years: 10
Over 5 Years: 7
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: TAXPAYERS REQUESTS FOR COPIES OF THEIR RECORDS.
Essential Record: Yes - Original
Essential Record Stored: ANDREW JACKSON STATE OFFICE BUILDING 500 DEADERICK ST 13TH FLOOR CENTRAL FILES NASHVILLE, TN 37242
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: 0
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Filenet
IT-ABC Number: DG327
Hardware Description: The images are either on Revenue server ag0319006WF513 or ag2219006Wa009 then transferred to Filenet server.
Software Description: IBM capture software and IBM Datacap software are used to capture images and data and used to export the images to Filenet.
System Location: Filenet Servers ag0375029wc902 ag0375029wc903 ag0375029vb903
Backup Procedures: OIR does backups nightly to South data center and North data center
Disaster Recovery: Remedy request sent to ECM to restore from last backup tape
Data Migration Description: Images are imported into Filenet
Metadata Description: Data collected with record is: DIN: 13 Archetype: 3 Acct. ID: 9 Period Begin: 8 Period End: 8 Form type: 3 Doc Amt: 9 Remit Amt: 9 Deposit Date: 8
Contact Information
Contact Name: WAYNE A HOUGH
Job Title: REVENUE PROCESSING MANAGER
Address 1: 500 DEADERICK ST
Address 2: 7TH FLOOR
City: NASHVILLE
Zip: 37242
Phone: 615-741-8384
Email: WAYNE.HOUGH@TN.GOV
Agency: Dept. of Revenue
Agency Head: RICHARD ROBERTS
Director: YVONNE HOLBERT
Allotment Code: 347.16
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes.
Tennessee State Libary and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA 106 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-08-2015 Agrees with Records Mgmt. and TSLA
RMD Director Recomendations: 06-09-2015 RDA 106 is a request to revise an RDA. The Abstract has been updated to allow the retirement of RDAs 774 & 806. The retention period will change from six years to seven years. The format will change from paper to electronic. Recommend approval of RDA 106.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 106.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
4 106 2015-06-23 Approved
1769 000106_002 2015-10-13 RDA Retired
1770 000106_004 2015-10-13 RDA Retired
1771 000106_005 2015-10-13 RDA Retired
1772 000106_007 2017-09-07 RDA Retired
1773 000106_008 2015-10-13 RDA Retired
1774 000106_009 2015-10-13 RDA Retired
1775 000106_010 2015-10-13 RDA Retired