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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2438
Database ID: 877
Record Series Title: EMPLOYER QUARTERLY WAGE AND PREMIUM REPORTS
Record Series Abstract: EMPLOYER QUARTERLY WAGE AND PREMIUM REPORTING FORMS AND PAYMENTS FOR UNEMPLOYMENT INSURANCE (UI) TAXES. RECORDS ALSO INCLUDE ANY ADJUSTMENTS MADE TO TOTAL AND TAXABLE WAGES AND PREMIUMS DUE/PAID ON PREMIUM/WAGE REPORTS.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 25 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated in paper and cut off at the end of the calendar year. The records are then scanned to an OIR maintained server. Once the records are verified on the server,the paper is destroyed in accordance with state requirements. Beginning in 2012, the records are stored electronically for the duration of the 25 year retention period. At the end of the retention period the electronic records are destroyed in accordance with state requirements. Records generated prior to 2012 were generated as paper and cut off at the end of the calendar year. The records were then copied to microfilm and the paper was destroyed. These records will be stored on microfilm for the duration of the retention period and at the end of the retention period will be destroyed in accordance with state requirements.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 877
Record Location: 220 French Landing Drive, Nashville, TN 37243
File Arrangement: Arranged in processing batch number order.
Media Format Generated: Paper
Media Format Stored: Electronic/Film
Date Range: 1936 - Present
Annual Accumulation: ANNUAL FILM ACCUMULATION PRIOR TO 2012: 660 cubic feet ELECTRONIC: 21 GB
Current Volume: FILM: 700 cubic feet ELECTRONIC: 320 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 50
Past Year: 50
2 - 5 Years: 30
Over 5 Years: 15
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: IRS
Essential Record: Yes - Original
Essential Record Stored: 220 French Landing Drive, Nashville, TN 37243
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 50-7-701
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 25 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 50-7-701
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: FILENET V5.2.0
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: Parameter Name:Year - Length:4 - Type:String - Representative Value:2015 Parameter Name:Quarter - Length:1 - Type:String - Representative Value:4 Parameter Name:SourceDocumentType - Lenth:varies/max=15 - Type:String - Representative Value:Premium and Wage Report Parameter Name:DocumentLocatorNumber - Lenth:11 - Type:String - Representative Value:10000000001 Parameter Name:BatchNumber - Lenth:1 - Type:String - Representative Value:2 Parameter Name:StateUIAccountNumber - Lenth:5 - Type:String - Representative Value:54545 Parameter Name:WorkflowRoute - Lenth:1 Type:String - Representative Value:7 Parameter Name:FairfaxBatchNumber - Lenth:2 - Type:String - Representative Value:54
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): 01-07-2016 Please explain reasoning behind 25 year retention.
Tennessee State Libary and Archives: 01-07-2016 TSLA concurs in RMD comments.
Comptroller Audit Review: 2016-01-07 Audit concurs with RMD comments.
Agency: 01-12-2016 Allotment code should be 33720 instead of 33710 An employer\'s unemployment insurance(UI)tax rate is determined each year based on the employer\'s reserve ratio and the balance in the state UI trust fund. The reserve ratio is the difference between cumulative premiums paid and cumulative benefits charged divided by the average annual taxable payroll for the three most recent calendar years ending on the December 31 computation date. Cumulative premiums paid and cumulative benefits charged means all premiums paid and all benefits charged for all years that the employer has been subject to Tennessee Employment Security Law, which was enacted 80 years ago in 1936. 25 years is the maximum amount of time it\'s been deemed reasonable by the agency to retain employer records on which the employer\'s tax rate is based.
RMD Director Recomendations: 02-11-2016 RDA 2438 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will remain twenty-five years. The format will change to electronic/film. Recommend approval of request to revise RDA 2438.
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2438.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
877 2438 2016-02-25 Approved