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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 728
Database ID: 81
Record Series Title: INTERNATIONAL REGISTRATION PLAN, INTERNATIONAL FUEL TAX, UNIFIED CARRIER REGISTRATION, INTRASTATE CARRIERS ACCOUNT RECORDS
Record Series Abstract: RECORDS AND DOCUMENTS THAT MAKE UP AN ACCOUNT FILE ON TRUCKS, TRACTOR TRUCKS, SEMI-TRAILER, BUS REGISTRATIONS AND FEE APPORTIONMENT RELATIVE TO TENNESSEE ACCOUNTS AND OUT-OF-STATE ACCOUNTS.
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: 81
Record Location: 44 Vantage Way, STE #160 Nashville, TN 37243
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Electronic: Raster Image
Date Range: 2008 - current
Annual Accumulation: 22,000 single page documents
Current Volume: 212,000 single documents
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 18
Past Year: 212
2 - 5 Years: 848
Over 5 Years: 424
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Internal Revenue Service
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TENN. CODE ANN. 67-1-1702 (2013) AND TENN. CODE ANN. 55-25-104 (2012).
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: TENN. CODE ANN. 67-1-1702 (2013) AND TENN. CODE ANN. 55-25-104 (2012).
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): 02-04-2015 No recommended changes.
Tennessee State Libary and Archives: 02-04-2016 No recommended changes.
Comptroller Audit Review: 2016-02-05 We have reviewed RDA 728 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 01-05-2016 Agency agrees with Records Manager and TSLA.
RMD Director Recomendations: 01-19-2016 RDA 728 is a request to revise an RDA. The retention period will increase from six years to seven years. The format will change from paper/film to electronic. The record will be confidential as per T.C.A. 67-1-1702 (2013) and T.C.A. 55-25-104 (2012). Recommend approval of request to revise RDA 728.
Signed Form Received: 2016-01-19
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 728.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
81 728 2016-02-25 Approved
2546 728 2019-05-22 Approved
2547 728 0000-00-00 Pending