An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1320
Effective Date
Record Series Abstract
Records include but not limited to, the complaint and subsequent pleadings, memoranda, correspondence, affidavits, consent orders, final orders, notice of hearing and charges, subpoenas, investigative reports, discovery, attorney work papers, exhibits, pleadings, settlement documents, offender files and transcripts.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut Off After Final Disposition Of Legal Proceedings.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record series is cut off after the final disposition of legal proceedings. Records will be maintained in paper or electronic format in agency for the life of the retention. At the end of their retention records will be destroyed according to State approved methods.
Worksheet
Record Location
320 6th Avenue North, 6th Floor, Nashville, Tn 37243
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
2010 to Present
Agency
Allotment Code
32901
Annual Accumulation
10 cu. ft.
Current Volume
70 cu. ft.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 YEARS
Records Center Retention Period
0 Years
Electronic Records Plan Inventory
System Name
Agency Shared Drives
Hardware Description
SQL Server
Software Description
Word, excel, adobe, audio and video recordings
System Location
Data Center Servers
Backup Procedures
Nightly job is run to create back ups of each individual database. Backups are kept on the server.
Disaster Recovery
Back up data will be used to restore application information to server.
Data Migration Description
The records within the database will be migrated to another electronic application if it is determined that the existing system no longer meets the requirements of TDOC and/or STS. At that time, TDOC and STS staff will coordinate with the vendor/software supplier to map data exchanges between the current application and the new application. Data conversion will be required in order to format the current data values into the format required by a replacement system. Preserving data integrity is the highest priority when migrating from one system to another system.
RDA Comments
Records Management Division (RMD)
09-16-2021
No recommended changes.
Tennessee State Library and Archives
09-28-2021
No recommended changes.
Comptroller Audit Review
09-30-2021
We have reviewed RDA 1320 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-01-2021
Thank you for your time in reviewing this request.
RMD Director
10-07-2021
RDA 1320 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1320.
Public Records Commission
10-25-2021
PRC approves RDA 1320.