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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2270
Database ID: 731
Record Series Title: RETURN CHECK FILES
Record Series Abstract: THE RECORD SERIES CONTAINS RETURN PAYMENT LETTERS. LETTERS IDENTIFY THE PAYMENT AMOUNT, TYPE OF RETURN PAYMENT, AND THE REASON THE PAYMENT WAS RETURNED. RETURN CHECK LETTER IS GENERATED UPON NOTIFICATION FROM TREASURY OF A RETURN CHECK OR ACH DEBIT.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Calendar year or Conclusion of Any Litgation
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: THE RECORD IS GENERATED BY THE AGENCY AS A PAPER LETTER UPON NOTIFICATION FROM THE STATE TREASURY THAT AN EMPLOYER'S UNEMPLOYMENT INSURANCE (UI) PREMIUM PAYMENT, MADE TO THE AGENCY BY CHECK OR AUTOMATIC CLEARING HOUSE (ACH) DEBIT, WAS RETURNED DUE TO INSUFFICIENT FUNDS. THE AGENCY RETAINS A PAPER COPY OF THE LETTER AND MAILS THE ORIGINAL LETTER TO THE EMPLOYER AS NOTIFICATION THAT THEIR UI PREMIUM PAYMENT DID NOT POST DUE TO INSUFFICIENT FUNDS AND THE PREMIUM AMOUNT OWED BY THE EMPLOYER.THE PAPER COPY IS THEN SCANNED TO BE STORED ELECTRONICALLY IN FILENET.ONCE VERIFIED ON THE SERVER, THE PAPER COPY IS FILED IN A FILING DRAWER IN THE EMPLOYMENT SECURITY EMPLOYER ACCOUNTS UNIT.THE RECORD IS CUT OFF AT THE END OF THE CALENDAR YEAR.BOTH THE PAPER COPY ON FILE IN THE EMPLOYER ACCOUNTS UNIT AND THE ELECTRONIC COPY STORED IN FILENET ARE MAINTAINED AS SUCH FOR THE DURATION OF THE 6 YEAR RETENTION PERIOD.ONCE THE RETENTION PERIOD HAS ENDED,BOTH THE PAPER RECORDS AND THE ELECTRONIC RECORDS FOR WHICH THERE IS NO ONGOING LITIGATION AND FOR WHICH THE ASSETS OF THE EMPLOYER ARE NOT IN CONTROL OR CUSTODY OF THE COURT IN ANY PROCEEDING BEFORE ANY COURT OF THE UNITED STATES OR OF ANY STATE, ARE DESTROYED IN ACCORDANCE WITH STATE REQUIREMENTS FOR THE DESTRUCTION OF CONFIDENTIAL RECORDS.ANY SUCH RECORD FOR WHICH THERE IS ONGOING LITIGATION OR FOR WHICH THE ASSETS OF THE EMPLOYER ARE IN CONTROL OR CUSTODY OF THE COURT IN ANY PROCEEDING BEFORE ANY COURT OF THE UNITED STATES OR OF ANY STATE, THE RECORD WILL BE DESTROYED IN ACCORDANCE WITH STATE REQUIREMENTS FOR THE DESTRUCTION OF CONFIDENTIAL RECORDS UPON RESOLUTION OF ALL ISSUES WHICH ARISE FROM IT.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 731
Record Location: 220 French Landing Drive Nashville, TN 37243
File Arrangement: Employer Account Number
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 2006 - Present
Annual Accumulation: PAPER FILES: 1 cu. ft. FILENET: .5 GB
Current Volume: PAPER FILES: 5 cu. ft. FILENET: 1GB
Record Value: Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 4
Past Year: 3
2 - 5 Years: 2
Over 5 Years: 2
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: USDOL
Essential Record: Yes - Duplicate
Essential Record Stored: The electronic records are maintained in FileNet on the Hitachi HDI in OIR’s Data Center.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: T.C.A. §50-7-701
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 29 CFR 97.42 - Records must be retained for three years.If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 3-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: FILENET V 5.2.0
IT-ABC Number: No IT-ABC # associated with this system
Hardware Description: The images are either on Labor’s physical server CG0119779WA004 when scanned or the virtual server CG0119006WA001 when exported to FairFax and then transferred to the Enterprise FileNet servers AG03SDCWA00092 and AG03SDCWA00093.
Software Description: SoftTracODBC is used to create the image files and then export them to FairFax where they along with a ‘token’ file are processed through several passes of modules depending on the batch type. The images along with certain data are then sent to the FileNet MTOM web service running on AG03SDCWA00092 and AG03SDCWA00093.
System Location: The IBML scanner and SoftTrac server (cg0119779wa004) are located in the Cashier’s Unit secured work area. The QMServer (cg0119006wa001) is located in the South Data Center. The images in FileNet are on the Hitachi HDI and the associated data in the Enterprise SQL Server environment both in OIR’s Data Centers.
Backup Procedures: OIR does nightly incremental backups of the North and South data centers. OIR does weekly full backups of the North and South data centers.
Disaster Recovery: Remedy request sent to ECM to restore from last backup tape.
Data Migration Description: FairFax transfers the images to a MTOM based web service which imports them into FileNet.
Metadata Description: 8 digit Account Number or alpha numeric name search
Contact Information
Contact Name: Sharon Coleman
Job Title: ASA 3
Address 1: 220 French Landing Drive
Address 2: Floor 2-B
City: Nashville
Zip: 37243
Phone: 615-741-2430
Email: sharon.coleman@tn.gov
Agency: Dept. of Labor & Workforce Development
Agency Head: Burns Phillips
Director: Carl Attkisson
Allotment Code: 33720
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-21-2016 No recommended changes.
Tennessee State Libary and Archives: 02-01-2016 No recommended changes.
Comptroller Audit Review: 2016-01-21 We have reviewed RDA 2270 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-01-2016 No agency comments
RMD Director Recomendations: 02-11-2016 RDA 2270 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will remain six years but the format will change to paper/electronic. Recommend approval of request to revise RDA 2270.
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2270.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
731 2270 2016-02-25 Approved