An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11252
Effective Date
Record Series Abstract
Litigation case files pertain to matters in which the Department is a party or has an interest, including, but not limited to, court cases, receiverships, subpoena files, and other litigation case files not covered under RDA 2479 for enforcement action files or some other separate RDA. These litigation case files may consist of the following: pleadings, discovery, transcripts, correspondence, memoranda, legal research, and any other documents included in the case file.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off is when the Case is closed, fully adjudicated, no longer subject to any further appeals, or otherwise resolved.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Litigation case files are to be cut off at the end of the calendar year in which they are closed; then maintained in agency for 2 years; then transferred to state records center and held for 8 years; then destroyed. Any paper migrated to electronic will be verified upon verification, paper may then be destroyed, and the electronic record will be maintained in agency for the full 10 years.
Worksheet
Record Location
312 Rosa L. Parks Avenue, TN Tower 26th Floor, Nashville, TN 37243
File Arrangement
Alpha
Media Format Generated
Both
Date Range
2006-Current
Allotment Code
33600
Annual Accumulation
4 cubic feet, 1 GB
Current Volume
30 cubic feet, 1 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 45-1-120(a); 45-7-216: 45-2-1603
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 years
Records Center Retention Period
8 years
Retention Legal Citation
TCA 45-1-120(a); 45-7-216: 45-2-1603
Electronic Records Plan Inventory
System Name
AG0319006WF503
Hardware Description
Vmware, OIR Data Center File Server
Software Description
Adobe PDF
System Location
OIR Data Center North
Backup Procedures
Daily by OIR following OIR established policy and procedures
Disaster Recovery
OIR network recovery following OIR established policy and procedures
Data Migration Description
Migrate to Vmware or ECM
RDA Comments
Records Management Division (RMD)
08-10-2017
No recommended changes.
Tennessee State Library and Archives
08-10-2017
No recommended changes.
Comptroller Audit Review
08-15-2017
We have reviewed RDA 11252 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-17-2017
Agency concurs with RMD, TSLA and State Audit
RMD Director
08-18-2017
RDA 11252 is a request to create and RDA. The retention period will be ten years and destroy. the format will be paper/electronic. Recommend approval of request to create RDA 11252.
Public Records Commission
09-07-2017
PRC approves RDA 11252.