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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 729
Database ID: 82
Record Series Title: Franchise and Excise Returns
Record Series Abstract: Forms FAE 170 Franchise and Excise Tax Return after the year 2000, FAE 174 Franshise and Excise Financial Institution and Captive Real Estate Investment Trust Tax Return, FAE 183 Franchise, etc.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 12 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are to be cut off at the end of the calendar year. Records in electronic will be maintained in agency for 12 years. Paper records will be held for one year then will be scanned onto server then maintained for 11 years., once verified for accuracy, paper will be destroyed . After 12 years records will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 82
Record Location: 500 Deaderick St. Nashville, TN 37242 13th floor, Central Files
File Arrangement: Returns are filed in document locater number
Media Format Generated: Both
Media Format Stored: Electronic: Raster Image
Date Range: 01-01-2007 thru present
Annual Accumulation: 475 Cu. Ft.; 225,000 single page documents on server
Current Volume: 1,200 Cu. Ft.; 341,250 single page documents on server
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 25
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: IRS.
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 1 year paper, 11 years FileNet.
Agency Retention - Years Active: 1 year paper, 11 years FileNet.
Agency Retention - Years Inactive: 0 years
Records Center Retention Period: 0 years
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
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 Processing
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: 34716
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 729 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-08-2015 Agrees with Records Mgmt., Audit and TSLA.
RMD Director Recomendations: 06-09-2015 RDA 729 is a request to revise an RDA. The retention period will change from twenty-three years to twelve years. The format will change from paper to electronic. Recommend approval of RDA 729.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 729.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
82 729 2015-06-23 Approved