An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11322
Effective Date
Record Series Abstract
This records series includes but is not limited to intake paperwork, contracts, releases, medical records legal documents, monitoring records, correspondence and progress notes for all of our clients.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Active files will be maintained by Tennessee Lawyers Assistance Program (TLAP) staff in paper and electronic format. Once the file is rendered inactive, the paper original contents of the file will be reformatted as electronic files, verified and approved. Thereafter, all copied paper original documents will be destroyed by State approved methods. The electronic files will be maintained by the Tennessee Lawyers Assistance Program (TLAP) permanently.
Worksheet
Record Location
214 2nd Avenue N., Suite 1, Nashville, TN, 37201, Storage Room
File Arrangement
Alpha
Media Format Generated
Both
Date Range
1999 - Current
Allotment Code
30210
Annual Accumulation
28.4 Megabytes 2.53 Cubic Feet
Current Volume
511.08 Megabytes 45.5 Cubic Feet
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
Tennessee Code Annotated Rule 33
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Electronic Records Plan Inventory
System Name
TLAP-Mayan - TLAP Client Files
Hardware Description
Virtual Server on HP Appliance / Ubuntu Server 18
Software Description
Mayan EDMS
System Location
NSCB Datacenter - 401 7th Avenue North
Backup Procedures
IB55S01 - Employing Veeam Backup and Replication, data is backed up daily, with full backups running Friday. Incremental backups are processed Monday through Thursday. Data is stored on an EMC Data Domain storage appliance and replicated to a remote EMC Data Domain storage appliance nightly.
Disaster Recovery
Sufficient hardware and virtual capacity exists in both locations in order to redeploy stored data and permit continuity of operations in accordance with our disaster recovery plan.
Data Migration Description
Data can be migrated between PostgreSQL database.
RDA Comments
Records Management Division (RMD)
04-24-2019
No recommended changes.
Tennessee State Library and Archives
04-24-2019
No recommended changes.
Comptroller Audit Review
04-25-2019
We have reviewed RDA 11322 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-25-2019
Thank you.
RMD Director
05-03-2019
RDA 11322 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11322.
Public Records Commission
05-22-2019
PRC approves RDA 11322