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Board of Professional Responsibility Permanent Disciplinary Counsel Files

RDA Number
11190
Effective Date
Record Series Abstract
Investigation and Litigation Disciplinary Counsel Files pertaining to complaints made to the Board of Professional Responsibility concerning alleged ethical misconduct of attorneys licensed to practice law in the state of Tennessee. Records include, but are not limited to, all complaints, investigation reports, memoranda, correspondence, affidavits, pleadings, discovery documents, evidence, and other items under review by the Board of Professional Responsibility's Disciplinary Counsel. Items contained in the file are confidential except where made public pursuant to Tennessee Supreme Court Rule 9, Section 32.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Until the conclusion of the investigation or disciplinary matter arising from the investigation of a complaint of misconduct. Upon the conclusion of the complaint after exhaustion of the appeal.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Upon the conclusion of a complaint investigation or disciplinary matter, all original documents will be reformatted as electronic files, verified and approved; thereafter, all copied originals will be destroyed by state approved methods. The electronic files will be retained by the Board permanently. Files will be maintained by disciplinary counsel in paper and electronic format until the conclusion of the investigation or disciplinary matter arising from the investigation of a complaint of misconduct. Upon the conclusion of the matter, the paper file will be reformatted into electronic media and stored by the Board of Professional Responsibility permanently. All original documents will be reformatted as electronic files, verified and approved; thereafter, all copied originals will be destroyed after 5 years by state approved methods.
Record Location
Board of Professional Responsibility 10 Cadillac Drive, Suite 200 Brentwood, TN
File Arrangement
alpha-numeric
Date Range
2001 - Current
Annual Accumulation
5gb
Current Volume
355 gigabytes
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Board of Professional Responsibility 10 Cadillac Drive, Suite 220 Brentwood, TN
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
Tennessee Supreme Court Rule 9, Section 32.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanently
Record Sample PDF
1946.sample.pdf29.35 MB
System Name
OnBase
Hardware Description
We use a 3-OnBase server cluster as virtual machines hosted on a four (4) host cluster which is stored on a clustered file system; database is stored on another database server.
Software Description
ESXi Windows 2012-A2 - OnBase - Hyper-V Windows 2012 R2 - Server 2014.
System Location
Board of Professional Responsibility offices - 10 Cadillac Drive, Suite 220, Brentwood, Tennessee, in the server room; backup is on-site with additional backup stored on ASW Cloud in Virginia.
Backup Procedures
Primary backup is the document management system's secondary storage. Second backup is nightly on-site to local NAS; third backup is currently to cloud on a weekly basis (to be upgraded to nightly); database is backed up every four hours.
Disaster Recovery
Sufficient hardware and virtual capacity exists in order to restore and/or redeploy stored data and permit continuity of operations in accordance with our disaster recovery plans.
Data Migration Description
Hyland software\'s OnBase data migration procedures
Legacy Revision UUID
1946