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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2559
Database ID: 980
Record Series Title: Refund Claims
Record Series Abstract: Requests for Refund Form RV-1166 and supporting documentation, including, but not limited to, tax returns, applications, correspondence, assessments, and/or payment information.
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: Records are to be cut off by the end of the calendar year and maintained in agency. Paper records may be scanned onto server, and once verified for accuracy, paper will be destroyed. The files will then be destroyed by state-approved methods after five years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 980
Record Location: 500 Deaderick Street Andrew Jackson Bldg.
File Arrangement: Alphanumeric, Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1998 - Current
Annual Accumulation: 8 cu. ft. 22 GB
Current Volume: 41 cu. ft. 115GB
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 15
Past Year: 10
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies: Internal Revenue Service
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 67-5-402
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 Years 0 Months
Agency Retention - Years Active: 5
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 67-5-402
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 of 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: Strategic Technology Solutions (STS) data backup procedures consist of daily incremental back ups, and weekly total back ups on the weekend. The process for backing up data from STS South Data Center is to mirror the information at the STS North data Center, and then create a weekly back up tape.
Disaster Recovery: Disaster starts with a ticket or remedy request placed with STS for network recovery following STS recovery procedure with a goal of 8 hours.
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: Caroline D Lansdell
Job Title: Revenue Processing Assistant Director Revenue Records Officer
Address 1: 500 Deaderick Street
Address 2:
City: Nashville
Zip: 37242
Phone: 615-253-0099
Email: caroline.lansdell@tn.gov
Agency: Dept. of Revenue
Agency Head: David Gerregano
Director: Yvonne Holbert
Allotment Code: 34714
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-22-2018 No recommended changes.
Tennessee State Libary and Archives: 03-26-2018 No recommended changes.
Comptroller Audit Review: 2018-03-22 We have reviewed RDA 2559 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-29-2018 Agency concurs.
RMD Director Recomendations: 04-02-2018 RDA 2559 is a request to revise an RDA. The retention period will change from four years and destroy to five years and destroy. The format will change to paper/electronic. The Abstract, Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 2559.
Signed Form Received: 2018-04-02
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 2559.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
980 2559 2018-04-25 Approved