An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11240
Effective Date
Record Series Abstract
These records include those within a legal case file, civil or criminal, that are filed with any state or federal, trial or appellate court, any administrative court, or any other tribunal. These records do not include records that are not filed with any tribunal (records that are not filed with any tribunal are subject to RDA 11273). The records may contain confidential information
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
These records are cut off when a case is dismissed, fully adjudicated and no longer subject to any appeal or they are terminated or otherwise resolved. Legal case files including final orders that provide for active oversight or further activity such as reporting requirements shall not be cut off until such oversight or activity is concluded.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records may be maintained in paper or electronic format so long as electronic content has been verified for completeness, accuracy and usability. Records in paper format may be transferred to the State Records Center. Electronic records shall be kept in storage that is maintained or approved by the Attorney General's Office. Retain five years with in the Attorney General's Office or in the State Records Center, then transfer to the Tennessee State Library and Archives for permanent retention. Electronic records shall be kept in storage that is maintained or approved by the Attorney General's Office.
Worksheet
Record Location
Rachel Jackson Building, 320 6th Avenue North, Nashville, TN 37243; UBS Building, 315 Deaderick Street, Nashville, TN 37243; 100 West Martin Luther King Blvd., Suite 810, Chattanooga, TN 37402; 225 Martin Luther King Jr. Drive, Suite 470A, Jackson, TN 38301; First Floor Historic Post Office Bldg., 561 West Main Street, Knoxville, TN 37902; One Commerce Square, 40 South Main Street, Suite 1014, Memphis, TN 38103; Richards & Richards, 1741 Elm Hill Pike, Nashville, TN 37210.
File Arrangement
Numeric
Media Format Generated
Both
Date Range
1980 to current
Agency
Allotment Code
303.01
Annual Accumulation
95 cu ft. 2.5 gigabyte
Current Volume
1701 cu ft. 924 gigabyte
Record Value
Fiscal
Historic
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Other State and Federal Law Enforcement Agencies
Essential Record
Yes - Original
Essential Record Stored
Rachel Jackson Building 320 6th Avenue North, Nashville, TN 37243; UBS Building, 315 Deaderick Street, Nashville, TN 37243; 100 West Martin Luther King Blvd., Suite 810, Chattanooga, TN 37402; 225 Martin Luther King Jr. Drive, Suite 470A, Jackson, TN 38301; First Floor Historic Post Office Bldg., 561 West Main Street, Knoxville, TN 37902; One Commerce Square, 40 South Main Street, Suite 1014, Memphis, TN 38103; Richards & Richards, 1741 Elm Hill Pike, Nashville, TN 37210.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
Tenn. Code Ann. s 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
As long as active; records may be maintained in paper or electronic format so long as electronic content has been verified for completeness, accuracy and usability. Records in paper format may be transferred to the State Records Center. Electronic records shall be kept in storage that is maintained or approved by the Attorney General's Office.
Records Center Retention Period
Up to 5 years
Electronic Records Plan Inventory
System Name
AG-VNX5200
Hardware Description
EMC VNX5200 SAN and Cisco UCS servers
Software Description
Files are stored on the VNX5200 SAN/Cisco UCS and are access by users using Microsoft Windows 7 OPS on their Desktops and Laptops
System Location
The Production SAN is located at STS Data Center South
Backup Procedures
Using the EMC Avamar Backup and Recovery & EMC Data Domain Solution for file system backup and recovery
Disaster Recovery
Files are replicated to a second SAN, the EMC VNX5300 at STS Data Center North
Data Migration Description
All data will be migrated or restored using our EMC Avamar solution
RDA Comments
Records Management Division (RMD)
03-22-2018
No recommended changes.
Tennessee State Library and Archives
04-03-2018
No recommended changes. TSLA strongly prefers to receive these records in electronic form. Additionally, confidential materials should be clearly identified.
Comptroller Audit Review
03-22-2018
We have reviewed RDA 11240 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-03-2018
We will work with TSLA to provide the records in format that they prefer. In addition, we will discuss with them the best way to designate confidential materials. Thank you.
RMD Director
04-06-2018
RDA 11240 is a request to revise an RDA. The retention period will change from five years and destroy to five years and permanent. The format will be paper/electronic. The files will be transferred to Library & Archives for permanent retention. Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11240.
Public Records Commission
04-25-2018
PRC approves RDA 11240.