An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1654
Effective Date
Record Series Abstract
Closed discrimination complaint files which contain all evidence gathered through the investigation and its finding. And state agency's Title VI compliance reviews conducted by the commission. Case files includes the assessment of the agency and any findings resulting from the review.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon closure of case
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic format. Paper records are digitized and kept with electronic records. Records are cut off upon case closure. Closed cases are maintained on federal servers, according to the Federal Fiscal Year in which the cases were closed. Records are maintained by Federal Partners.
Worksheet
Record Location
Vital Records Control, 1741 Elm Hill Pike, Nashville, TN 37210
EEOC (Agency Records Center, ARC) and HUD (HUD Enforcement Management Systems, HEMS) servers in Washington, DC.
THRC (Tennessee Human Rights Commission agency server, \\ag03sdcwf00526\AF04_Data)
EEOC (Agency Records Center, ARC) and HUD (HUD Enforcement Management Systems, HEMS) servers in Washington, DC.
THRC (Tennessee Human Rights Commission agency server, \\ag03sdcwf00526\AF04_Data)
File Arrangement
Alphabetical by closure month (Vital Records Control), By assigned case number (ARC and HUD)
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Other
Date Range
2019 to Current
Agency
Allotment Code
31604
Annual Accumulation
52 gigabytes per year (ARC)
52 gigabytes per year (HEMS)
1.36 gigabytes per year (\\ag03sdcwf00526\AF04_Data)
52 gigabytes per year (HEMS)
1.36 gigabytes per year (\\ag03sdcwf00526\AF04_Data)
Current Volume
209 cu ft
364 gigabytes (ARC/HEMS)
1.36 gigabytes (\\ag03sdcwf00526\AF04_Data)
364 gigabytes (ARC/HEMS)
1.36 gigabytes (\\ag03sdcwf00526\AF04_Data)
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Equal Employment Opportunity Commission, US Department of Housing and Urban Development and US Department of Justice
Essential Record
Yes - Original
Essential Record Stored
The original essential case file for housing is stored with federal partner. Title VI, Employment and Public Accommodation essential case file the original will be stored with federal partner.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504 HUD 24 CFr Part 14 Section 104.500; EEOC 5 USC 552 Section 1610 TCA Title 4 Chapter 21
Does this Record Series Contain Sensitive Information?
Yes
Records Center Retention Period
5 years
Retention Legal Citation
TCA Title 4 and Chapter 21
Electronic Records Plan Inventory
System Name
Agency Record's Center (ARC), HUD Enforcement Management System (HEMS), and Tennessee Human Rights Commission (THRC) \\ag03sdcwf00526\AF04_Data
Hardware Description
EEOC and HUD servers in Washington, DC.
Agency Server in Nashville, TN. (Data Center North)
Agency Server in Smyrna, TN. (Data Center South)
Agency Server in Nashville, TN. (Data Center North)
Agency Server in Smyrna, TN. (Data Center South)
Software Description
Internet Explorer and Google Chrome web applications
Windows 10 22H2
Windows 10 22H2
System Location
EEOC and HUD servers in Washington, DC.
Agency Server in Nashville, TN. (Data Center North)
Agency Server in Smyrna, TN. (Data Center South)
Agency Server in Nashville, TN. (Data Center North)
Agency Server in Smyrna, TN. (Data Center South)
Backup Procedures
Maintained by Federal partners
Maintained by STS
Maintained by STS
Disaster Recovery
Responsibility of the Federal partners
Responsibility of STS
Responsibility of STS
Data Migration Description
Responsibility of the Federal partners
Responsibility of STS
Responsibility of STS
RDA Comments
Records Management Division (RMD)
03-14-2024
No recommended changes.
Tennessee State Library and Archives
03-20-2024
No recommended changes.
Comptroller Audit Review
03-20-2024
We have reviewed RDA 1654 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-20-2024
Agency concurs.
RMD Director
03-21-2024
RDA 1654 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1654.
Public Records Commission
04-24-2024
PRC approves RDA 1654