An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11417
Effective Date
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
Yes
Cut Off at End of
Other
If Other, Explain
Upon closure
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
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.
Worksheet
Record Location
Records will be stored digitally in the Department's Records Management System software.
File Arrangement
Each record will be indexed based on notice of violation number.
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2022 to Current
Allotment Code
327.31
Annual Accumulation
New record series as of 2022. Annual Accumulation TBD.
Current Volume
0 gb/cubic feet as of January 1, 2022.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
All records will be stored digitally in the Records Management System.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
Tenn. Code Ann. 11-1-102(c)(3)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Permanent
Electronic Records Plan Inventory
System Name
Tennessee State Parks Records Management System
Hardware Description
The citation tracking system hardware meets STS requirements and is STS approved by contract. Details withheld for security.
Software Description
The citation tracking system software meets STS requirements and is STS approved by contract. Details withheld for security.
System Location
The TSP Records Managemen System currently has two server locations: one in Memphis, Tennessee, and the disaster recovery/backup server in Indianapolis, Indiana.
Backup Procedures
Both servers are mirrored and contain the same data.
Disaster Recovery
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.
RDA Comments
Records Management Division (RMD)
02-03-2022
No recommended changes.
Tennessee State Library and Archives
03-15-2022
No recommended changes.
Comptroller Audit Review
03-14-2022
We have reviewed RDA 11417 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-17-2022
Agency concurs
RMD Director
04-12-2022
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.
Public Records Commission
04-25-2022
PRC approves RDA 11417