An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2382
Effective Date
Record Series Abstract
Administrative Procedures case files, contested hearings; tapes transcripts and related documentation pertaining to case.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At Close of Case
Total Retention Years
3
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
All records are scanned and stored electronically on the department server. Once scanned, records are reviewed for completeness and accuracy. Paper records are then to be destroyed by a state approved method. Agency will maintain electronic version of the record permanently in agency, meeting or exceeding the state standards for permanent electronic records. Physical evidence will be maintained for 3 years following the Notice of Appeal Procedures. Physical evidence may be returned to the submitting party at the end of the retention period, if requested; if these items are not retrieved at the end of the retention period, these items will be destroyed or otherwise disposed of by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks Blvd. Nashville, TN 37217
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
1972 to Current
Agency
Allotment Code
305.01
Annual Accumulation
.25 gigabytes
Current Volume
4 gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
While these records are not confidential, many records may contain confidential and/or sensitive information (PHI, etc.) that must be redacted before release. Prior to any release of documents, a review must be conducted to remove any confidential or sensitive information consistent with both federal and state law.
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
3
Records Center Retention Period
0
Retention Legal Citation
TCA 4-5-319 The record shall be maintained for a period of time not less than three (3) years.
Electronic Records Plan Inventory
System Name
Trialworks
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
02-26-2020
No recommended changes.
Tennessee State Library and Archives
03-12-2020
No recommended changes.
Comptroller Audit Review
02-28-2020
We have reviewed RDA 2382 from an audit standpoint. We recommend changing retention period to 5 years.
Agency Records Officer
04-15-2020
No further recommended changes.
RMD Director
04-22-2020
RDA 2382 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2382.
Public Records Commission
05-15-2020
PRC approves RDA 2382