An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1581
Effective Date
Record Series Abstract
Records included but not limited to; closed legal contested case files including, correspondence, exhibits, respondent's notice, depositions.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Case Closure
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic. Once records have reached cutoff, paper records are maintained in agency for 2 years and then transferred to the State Records Center for the remainder of the retention period (8 years). When records meet retention, then destroy by state approved methods.
Worksheet
Record Location
Andrew Johnson Tower 5th Floor and Metro Center
File Arrangement
alpha and numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Raster Image
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Raster Image
Paper: Sheet
Date Range
1992 to Current
Agency
Allotment Code
343.01
Annual Accumulation
3cu. ft. 225GB
Current Volume
53cu. ft. 263GB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
STS Data Center
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 yrs.
Records Center Retention Period
8yrs.
Retention Legal Citation
TCA 18-1-202, TCA 10-7-504
Electronic Records Plan Inventory
System Name
FileNet P8
Hardware Description
4 FileNet Content Platform Engines, 4 Application Engines, (equally divided at Data Ctr. North & South) see additional information attached
Software Description
FileNet P* Version 5.5.0 Fix Pack 3, Content Navigator 3.0.4 Fix Pack 6, Apache 2.4.37???????
System Location
Data Center North, Nashville, TN and Data Center South, Smyrna, TN
Backup Procedures
Incremental backup daily, full backup on weekend
Disaster Recovery
Maintain backup stored locally and off site
Data Migration Description
Data replicated at both data centers
RDA Comments
Records Management Division (RMD)
10-17-2019
No recommended changes.
Tennessee State Library and Archives
10-17-2019
No recommended changes.
Comptroller Audit Review
10-17-2019
We have reviewed RDA 1581 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-21-2020
Thank you. 2/21/2020
RMD Director
03-12-2020
RDA 1581 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper & electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1581.
Public Records Commission
05-15-2020
PRC approves RDA 1581