Record Series Abstract
Records include but are not limited to notices of violation issued pursuant to Tennessee Comprehensive Rules and Regulations rule 0400-02-02-.35 for alleged violations for which the Commissioner is authorized to seek a civil penalty pursuant to Tennessee Code Annotated section 11-1-109.
Record Series Active
Cut Off at End of
If Other, Explain
Total Retention Years
Total Retention Months
Retention End Action
Notices of violation (“notices”) are cut off upon closure, which could include but is not limited to full payment of the proposed penalty by the individual to whom the notice was issued, decision not to pursue by the Department, or closure as uncollectible after a penalty has been assessed. Records may be generated in either paper or electronic format, though paper records will be scanned and stored digitally, and then destroyed immediately upon digital storage and upon verification the electronic content is complete, accurate, and usable.
Records will be stored digitally in the Department's Records Management System software.
Each record will be indexed based on notice of violation number.
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
2022 to Current
New record series as of 2022. Annual Accumulation TBD.
0 gb/cubic feet as of January 1, 2022.
Information Shared Outside the State
Yes - Original
Essential Record Stored
All records will be stored digitally in the Records Management System.
Essential Record Media Type
Confidential Legal Citation
Tenn. Code Ann. 11-1-102(c)(3)
Does this Record Series Contain Sensitive Information?
Electronic Records Plan Inventory
Tennessee State Parks Records Management System
The citation tracking system hardware meets STS requirements and is STS approved by contract. Details withheld for security.
The citation tracking system software meets STS requirements and is STS approved by contract. Details withheld for security.
The TSP Records Managemen System currently has two server locations: one in Memphis, Tennessee, and the disaster recovery/backup server in Indianapolis, Indiana.
Both servers are mirrored and contain the same data.
Log into the Records Management System and look up violation by number, name, date, etc.
Data Migration Description
The data can be migrated from the Records Management System with a batch report that will include all information for civil citations written.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11417 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 11417 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of the request to create RDA 11417.