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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2483
Database ID: 918
Record Series Title: BANK DIVISION AND CREDIT UNION DIVISION CORRESPONDENCE FILES
Record Series Abstract: Letters or other related correspondence relative to the institutions regulated by the bank and credit union divisions. This includes, but is not limited to, money transmitter correspondence, Business and Industrial Development Corporation(BIDCO) correspondence, trust company correspondence, trust company call reports, bank correspondence, and credit union correspondence.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: These files are to be cut off at the end of each calendar year then, maintain in agency 5 years then destroy. Any paper migrated to electronic will be verified, upon verification paper will be destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 918
Record Location: TN Dept. of Financial Institutions Citizens Plaza Building 400 Deaderick Street, 6th Floor
File Arrangement: ALPHA
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2002 to current
Annual Accumulation: 10 cu ft/ 1 GB
Current Volume: 22 cu ft/ 11 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 3
Past Year: 16
2 - 5 Years: 0
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: Yes
Confidential Legal Citation: TCA 45-1-120 (a); TCA 45-2-1603
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
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: Bank- TDFI Imaging/ Credit Union- C: drive tag #22936
IT-ABC Number:
Hardware Description: Bank- VMware, OIR Data Center File Server. Database server location CF0119006WB002/ Credit Union- Hp Desktop Workstation
Software Description: Bank- .Net/SQL Server 2005. Windows server 2003/ Credit Union- Windows 7, Adobe PDF
System Location: Bank- OIR Data Center North/ Credit Union- Local Hard drive
Backup Procedures: Bank- Daily by OIR follwoing OIR established policy and procedures/ Credit Union- CD-ROM backup
Disaster Recovery: Bank- OIR network recovery following OIR established policy and procedures/ Credit Union- Recovery from CD-ROM
Data Migration Description: Bank- Will remain the same or migrate to new imaging solution/ Credit Union- None until saved in electronic form in a database or on a server.
Metadata Description: Bank- Control number, bank name, city, county, address, document type./ Credit Union- name, date of correspondence.
Contact Information
Contact Name: Shanna Brake
Job Title: RECORDS OFFICER
Address 1: 312 Rosa L. Parks Avenue
Address 2: 26th Floor
City: NASHVILLE
Zip: 37243
Phone: 615-741-0054
Email: shanna.brake@tn.gov
Agency: Dept. of Financial Institutions
Agency Head: GREG GONZALES
Director: TINA MILLER
Allotment Code: 33600
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-09-2014 No information provided on record location and no electronic volume. No legal citations provided or attached. No sample provided. Records that are maintained electronically must have completed Electronics Plan Inventory. Agency has been notified of these discrepancies. 2-6-14: Received information from agency to update and revise RDA. 2-7-14: No recommended changes.
Tennessee State Libary and Archives: 02-03-2014 TSLA concurs with RMD comments to date. 2-13-2014: No recommended changes.
Comptroller Audit Review: 2014-02-10 We have reviewed RDA 2483 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-11-2014 Agency concurs with RMD, TSLA and Audit.
RMD Director Recomendations: 02-13-2014 RDA 2483 is a request to revise an RDA. The retention period will change from six years to five years. The record series will now include both paper and electronic records. Consider changing electronic inventory section of the worksheet to storage on agency server rather than the hard drive of a desktop. Recommend approval of RDA 2483 with the direction the agency store the Credit Union records on the agency server. Agency to provide RMD the electronic inventory information for the RDA worksheet section. Recommend approval of RDA 2483.
Signed Form Received: 2014-02-13
PRC Meeting Date: 02-20-2014
PRC Comments: Approved with the change that the agency move the storage of the electronic records to servers. Agency will provide RMD with the specifications so the worksheet may be updated.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
918 2483 2014-02-20 Approved with Changes