Core Data
RDA Number
1250
Effective Date
Mon, 04/20/2026
Record Series Abstract
Records include, but not limited to, contents of Civil Asset Forfeiture files, including all cases whether dismissed, settled, adjudicated, and/or appealed.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Case Closure
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic. Beginning in May 2022 files are being saved electronically. The paper files are to be cut off at case closure. Prior to May 2022, paper files are maintained in agency for 2 years, then transferred to State Records Center for 5 years, then destroyed by state approved methods. Information regarding cases is kept permanently under RDA 11328.
Worksheet
Record Location
Records officer has a list of locations.
File Arrangement
alpha and numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2009 to current
Agency
Allotment Code
34901
Annual Accumulation
50 cu ft., 67 GB
Current Volume
422 cu. ft., 345 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Law Enforcement, Claimant, Lienholder, Courts (Administrative Procedures Division, Chancery, Circuit, Court of Appeals, and Supreme Court)
Essential Record
Yes - Original
Essential Record Stored
Records are scanned into FileNet and verified before destroying.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
10-7-504 and 55-25-101et seq.
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
7 years after case closure. Paper records are 2 years in agency, 5 years in state records center. Beginning in May 2022, electronic records are 7 years in agency.
Records Center Retention Period
5 years
Retention Legal Citation
10-7-504 and 55-25-101et seq.
Electronic Records Plan Inventory
System Name
Lawbase & FileNet
Hardware Description
Lawbase application services are hosted on a dedicated Windows Server virtual machine(VM). This VM provides the primary application tier for user access and business processing. MS SQL Virtual Database Server (Database Server). Lawbase data is stored on a dedicated Microsoft SQL Server virtual database server.
FileNet current State FileNet environment is an on-premise solution with all servers and data residing at the State data centers.
FileNet current State FileNet environment is an on-premise solution with all servers and data residing at the State data centers.
Software Description
Lawbase operates using the application stack and supporting Microsoft components. Microsoft Office is used for end-user productivity and document generation/export workflows related to Lawbase operations.
FileNet P8 is a highly available, secure enterprise document management and business process workflow system, designed to handle the heavy demands of a large enterprise.
FileNet P8 is a highly available, secure enterprise document management and business process workflow system, designed to handle the heavy demands of a large enterprise.
System Location
Lawbase is hosted across the Data Centers to support resiliency and operational continuity. Infrastructure and system components are maintained within these controlled data center environments with standard physical and logical security controls appropriate for enterprise applications.
The current State FileNet with all servers and data residing at the State data centers.
The current State FileNet with all servers and data residing at the State data centers.
Backup Procedures
Backups are performed in accordance with STS backup procedures, including routine scheduled backups, secure storage of backup media/targets, and retention aligned to policy.
Disaster Recovery
Lawbase disaster recovery is supported through data center redundancy between the North and South Data Centers and restoration from policy-based backups. Lawbase is a Tier 1 : RTO 5 Weeks+ RPO last Viable backup.
FileNet is using our STS File Level Storage (NAS – EMC Isilon) Technology. The EMC Isilon (NAS – File Level Storage)
FileNet is using our STS File Level Storage (NAS – EMC Isilon) Technology. The EMC Isilon (NAS – File Level Storage)
Data Migration Description
Data migration for Lawbase should be performed using controlled, auditable export/import methods appropriate to the source system and SQL backend
All communication to and from the FileNet environment is SSL encrypted.
All communication to and from the FileNet environment is SSL encrypted.
RDA Comments
Records Management Division (RMD)
Thu, 03/12/2026
No recommended changes.
Tennessee State Library and Archives
Fri, 03/13/2026
No recommended changes.
Comptroller Audit Review
Thu, 03/12/2026
We have reviewed RDA 1250 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 03/16/2026
Thank you.
RMD Director
Wed, 03/18/2026
RDA 1250 is a request to revise an RDA. The retention period will remain seven 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 1250.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 1250.
