An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11461
Effective Date
Record Series Abstract
This record series includes but not limited to, course descriptions, speaker biographies, agendas, applications for accreditation, certificates of attendance, and request for credits forms submitted by Tennessee-licensed attorneys to document the veracity of attendance at continuing legal education (CLE) activities that are not reported by a provider.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Documents may be submitted electronically or on paper by attorneys.
The documents are used to create provider and course records if needed, then to apply CLE to attorney accounts. In all instances new documents are stored electronically in the Commission digital database. There are prior records that exist only in paper form.
Records are stored digitally in either a documents management system by unique attorney ID, or within the agency’s attorney compliance database. At the end of the five-year retention period, these records will be destroyed by state-approved methods.
The documents are used to create provider and course records if needed, then to apply CLE to attorney accounts. In all instances new documents are stored electronically in the Commission digital database. There are prior records that exist only in paper form.
Records are stored digitally in either a documents management system by unique attorney ID, or within the agency’s attorney compliance database. At the end of the five-year retention period, these records will be destroyed by state-approved methods.
Worksheet
Record Location
Commission offices: 1321 Murfreesboro Pike, Suite 810, Nashville, TN 37217; and VRC 1741 Elm Hill Pike, Nashville, TN 37210
File Arrangement
Records are stored by attorney ID and by year in which they are submitted to the Commission.
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Presentation
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Other
Paper: Sheet
Date Range
January 1, 1987 to Current
Allotment Code
30227
Annual Accumulation
Varies – attorney submit records as needed. Estimate .5 Gigabytes
Current Volume
12 GB
40 cu. ft
40 cu. ft
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
Tennessee Supreme Court Rule 21 § 6.04
6.04. The files and records of the Commission are deemed confidential and shall not be disclosed except in furtherance of the duties of the Commission; statistical abstracts may, however, be drawn therefrom in an anonymous fashion. [As amended by order filed December 16, 2014, effective January 1, 2016, Section 6 replaced in its entirety.]
6.04. The files and records of the Commission are deemed confidential and shall not be disclosed except in furtherance of the duties of the Commission; statistical abstracts may, however, be drawn therefrom in an anonymous fashion. [As amended by order filed December 16, 2014, effective January 1, 2016, Section 6 replaced in its entirety.]
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
Physical Server TCCLE-NSH-R640-VH01; MCLE Database; Intact document storage system
Hardware Description
Dell PowerEdge R460
Software Description
User submitted and Intact document storage system https://www.infodynamics.com/intact.ph
System Location
Nashville
Backup Procedures
Backup and replication with nightly incremental backups, and weekly full backups (Saturday). Backups are replicated to datacenter for offsite backups.
Disaster Recovery
Hardware would be replaced on site and if usable on site backups would be leveraged to restore from. If not offsite backups would be used to restore data.
Data Migration Description
File migration would be performed by the system admin team.
RDA Comments
Records Management Division (RMD)
07-25-2024
No recommended changes.
Tennessee State Library and Archives
07-31-2024
No recommended changes.
Comptroller Audit Review
07-25-2024
We have reviewed RDA 11461 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-06-2024
AOC Records Officer Concurs with TN CLE RDA Request.
Validated Legal Citation: Tennessee Supreme Court Rule 21 § 6.04
No further changes recommended.
RMD Director
08-20-2024
RDA 11461 is a request to create an RDA. The retention period will be five years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11461.
Public Records Commission
09-23-2024
PRC approves RDA 11461.