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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2510
Database ID: 941
Record Series Title: CERTIFIED UTILITY ASSESSMENTS
Record Series Abstract: This process takes one year to prepare. All required companies file an Ad Valorem report with our office. These reports are analyzed by our staff and an assessment is determined by the information received. A notice of this assessment is then sent to the company by the first Monday in August. They then have an opportunity to file an exception on this assessment if they disagree. All exceptions will then be heard by the Comptrollers Designee and notified of his findings. On or before the first Monday in September the assessments are filed with the State Board of Equalization made by the Comptroller. On or before the third Monday in October, the State Board of Equalization will then certify the assessments back to the Comptroller. The Comptroller then finalizes the certification of assessments to counties and cities, this information becomes the Tax Roll.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Records are generated in both paper and electronic format then paper format is converted to electronic format. Maintain in agency for 5 years; then transfer electronic version to Tennessee State Library & Archives for permanent retention in PDF format. All assessments are received in our office and processed. Information in the tax roll is kept indefinitely on agency servers.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 941
Record Location: Office of State Assessed Properties 2012- current, Electronically filed 2001-2011, Bound Volumes, Cordell Hull Building State Office Bldg Previous Volumes, TSLA
File Arrangement: other - by year & County
Media Format Generated: Both
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: 1921 - current
Annual Accumulation: 2 cu. ft, 3 GB accumulated in agency, .01 GB accumulated to be sent over to TSLA
Current Volume: 22 bound books (2003-2011) will be sent over to TSLA .03 GB (2012-current) will be sent over to TSLA 17 GB stored in agency
Record Value: Administrative, Fiscal, Historic
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: These records are now stored electronically and will be sent to TSLA. Bound books (2003-2011) will also eventually go to TSLA.
Essential Record Media Type: Electronic
Confidential: FALSE
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IMPACT (ECM)
IT-ABC Number: IG20IMPACT
Hardware Description: IMPACT is a n-tier .Net application which includes Web, App, Reports, and database servers.
Software Description: IMPACT is a vendor (Tyler Technologies) supplied .Net solution with an Oracle 11G backend.
System Location: Cordell Hull Building
Backup Procedures: Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), backups to the RMON server and subsequent copy of those files to the DR site, as well as nightly replication of the database to the COT DR site.
Disaster Recovery: The recovery time objective for IMPACT is 8 hours. The DR scenario assumes that the necessary network infrastructure and connectivity is in place. In the event of a disaster the IMPACT System Administrator would simply redirect the URL to the DR URL and/or publish the DR URL.
Data Migration Description: Data is stored in an Oracle RAC database. Any plan to migrate the data musts take in consideration that the data must remain in its existing format or conversion programs must account for any differences.
Metadata Description: Annual appraisal and assessment of all public utility and transportation properties. These assessments are certified to counties, cities, and other taxing jurisdictions for the billing and collection of property taxes.
Contact Information
Contact Name: Debbie Tilley
Job Title: Executive Secretary
Address 1: 425 5th Ave N
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-0162
Email: debbie.tilley@cot.tn.gov
Agency: Comptroller of the Treasury
Agency Head: Justin P. Wilson
Director: Gary Harris
Allotment Code: 30715
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-30-2015 No recommended changes.
Tennessee State Libary and Archives: 09-16-2015 No recommended changes.
Comptroller Audit Review: 2015-07-30 We have reviewed RDA 2510 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-16-2015 no changes
RMD Director Recomendations: 09-22-2015 RDA 2510 is a request to revise an RDA. The retention period will remain permanent but will be transferred to TSLA after five years instead of after ten years. Format will remain Paper. Recommend approval of request to revise RDA 2510.
Signed Form Received: 2015-09-21
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 2510
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
941 2510 2015-10-13 Approved