An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2398
Effective Date
Record Series Abstract
These records include, but are not limited to, consumer complaints and related information received by the Division, correspondence and related records from the Division to consumers in response or related to complaints, correspondence and related records from the Division to subjects of consumer complaints and from subjects to the Division. These records also include those generated in the course of disbursing or attempting to disburse consumer restitution for any matter handled by the Division.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
These records are cut off when a complaint is resolved or when the Division has completed efforts to resolve a complaint. Records relating to consumer restitution are cut off when restitution efforts have been completed and there are no funds remaining under the Division's control.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be maintained in paper or electronic format. Electronic records created from paper records must be 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.
Worksheet
Record Location
UBS Building, 19th Floor, 315 Deaderick Street, Nashville, TN 37243; Vital Records Control, 1741 Elm Hill Pike, Nashville, TN 37210
File Arrangement
Numerical (CORE)
Media Format Generated
Both
Date Range
2000 - current
Agency
Allotment Code
303.01
Annual Accumulation
1 cubic foot, 100 MB
Current Volume
413 cubic feet, 250 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Federal Trade Commission
Essential Record
Yes - Original
Essential Record Stored
UBS Building, 19th Floor, 315 Deaderick Street, Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
as long as active; records may be maintained in paper or electronic format. If electronic record created from paper, must be 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
Retention Legal Citation
Tenn. Code Ann. 47-18-5002
Electronic Records Plan Inventory
System Name
CORE
Hardware Description
Linux VM running RedHat 6.x
Software Description
Linux VM web application
System Location
south data center
Backup Procedures
every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days.
Disaster Recovery
servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format.
RDA Comments
Records Management Division (RMD)
10-18-2019
No recommended changes.
Tennessee State Library and Archives
10-21-2019
No recommended changes.
Comptroller Audit Review
10-21-2019
We have reviewed RDA 2398 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-25-2019
Thank you.
RMD Director
10-26-2019
RDA 2398 is a request to revise an RDA. The retention period will change from ten years and destroy to five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2398.
Public Records Commission
11-12-2019
PRC approves RDA 2398.