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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1777
Database ID: 409
Record Series Title: Insurance Examiners Invoices
Record Series Abstract: Invoices prepared and assessed against insurance companies for services performed by state insurance examiners or contract examiners.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated and maintained in either paper or electronic format. Files are cutoff at the end of the fiscal year. Paper copies of electronic records may be destroyed as long as the electronic file has been verified for completeness and accuracy. Records may be maintained in agency or at the state records center for seven years. Seven years after the cutoff date, the records will be destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 409
Record Location: Davy Crockett Bldg. 500 James Robertson Pkwy., Nashville, TN 37243
File Arrangement: By company/numerical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1988 to current
Annual Accumulation: .3 cu ft;.001 GB
Current Volume: 2.3 cu ft;.006 GB
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 2
Past Year: 2
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A 10-7-504(a)(29)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ag03sdcwf00507
IT-ABC Number: N/A
Hardware Description: The records are stored on a network shared volume running on a Windows 2012 Server R2 WM.
Software Description: The records are stored on Windows Server OS.
System Location: The network file share is located in the South Data Center (SDA).
Backup Procedures: Nightly incremental backups are done, and full back up is performed monthly.
Disaster Recovery: Disaster recovery is provided by STS.
Data Migration Description: The data resides in an SQL database located at the Data Center. If there is a need for migration, it will be done by STS database administrators.
Metadata Description: Windows Office document types, pdf.
Contact Information
Contact Name: Susan J. Page
Job Title: Records Officer
Address 1: 500 James Robertson Parkway,
Address 2: Davy Crockett Tower
City: Nashville
Zip: 37243
Phone: 6152538397
Email: Susan.J.Page@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Hodgen M. Mainda
Director: Joy Little
Allotment Code: 335.02
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2019 No recommended changes
Tennessee State Libary and Archives: 10-04-2019 No recommended changes
Comptroller Audit Review: 2019-10-11 We have reviewed RDA 1777 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-11-2019 Commerce and Insurance concurs with no recommended changes.
RMD Director Recomendations: 10-18-2019 RDA 1777 is a request to revise an RDA. The retention period will remain seven years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1777.
Signed Form Received: 2019-10-17
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 1777.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
409 1777 2019-11-12 Approved