An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11306
Effective Date
Record Series Abstract
Records consist of but are not limited to: case correspondence, copies of Step I and II files and documentation and Step III hearing case files as well as Civil Service case files under statutes pre-dating Tennessee Excellence, Accountability and Management (TEAM) Act; these documents may include appeal requests investigation reports, investigation files, personnel files, pleadings, orders issued by or on behalf of Board of Appeals, written correspondence, exhibits, transcripts, discovery requests and responses.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The cut off event will be the implementation of disciplinary actions or, if appealed through the TEAM Act process, the conclusion of such appeal proceedings.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records generated in paper & electronic. Electronic records are printed and kept in paper format at DIDD Office of General Counsel for up to one year after activity on file is completed. Thereafter, maintained in DIDD warehouse for the rest of the retention period.
Worksheet
Record Location
DIDD Office of General Counsel, 10th Floor Deaderick Street, Nashville, TN 37243 for up to one year after activity ceases; thereafter, files are maintained in DIDD warehouse storage at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Alphabetical for active files, numeric by box numb
Media Format Generated
Both
Date Range
2006 - Current
Allotment Code
344.01
Annual Accumulation
3 cu ft. 3 GB
Current Volume
20 cu ft. 15 GB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 10-7-504(d) and (f); records may also be confidential as attorney-client privileged communications.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Retention Legal Citation
TCA 10-7-504(d) and (f); records may also be confidential as attorney-client privileged communications.
Electronic Records Plan Inventory
System Name
Shared Network Storage Records are stored in the State of Tennesse Data Centers
Hardware Description
Server - Windows 2012 R2
Software Description
Microsoft Office Applications
System Location
State of TN Data Centers Capitol Complex Services Center (CCS) 901 5th Avenue North, Nashville, TN 37243
Backup Procedures
Replication across Data Centers Complete Weekly File Backups Capitol Complex Services Center (CCS) 901 5th Avenue North, Nashville, TN 37243
Disaster Recovery
3 months on-site 7 years - Iron Mountain
Data Migration Description
Data is stored as combination of pdf and/or MS Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows File
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11306 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-08-2018
Thank you!
RMD Director
10-11-2018
RDA 11306 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11306.
Public Records Commission
10-30-2018
PRC approves RDA 11306.