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Administrative Case Files and Related Documents

RDA Number
Effective Date
Record Series Abstract
Records include but not limited to: Administrative case sheet, details of case reports, theft reports, Certificates of title, impound notices, correspondence, and ownership documents.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Maintain in agency for 5 years then transfer to State Records Center for 12 years, then destroy by state approved methods.
Record Location
1150 Foster Ave., Cooper Bldg, Nashville, TN; STS Data Center South
File Arrangement
Media Format Generated
Date Range
1999 - current
Allotment Code
Annual Accumulation
8 cu. ft. 59 GB
Current Volume
122 cu. ft. 1000 GB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Other Law Enforcement Agencies outside the state
Essential Record
Yes - Original
Essential Record Media Type
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
Agency Retention
17 years
System Name
CID_CRM Application for Case Management
Hardware Description
Strategic Technology Solutions (STS) Data Center Server
Software Description
CID_CRM Application
System Location
STS Data Center South, Smyrna, TN
Backup Procedures
Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both data centers. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
In the event of data loss at a facility data will be recovered by the State IT Department (STS)or the replicated storage at the alternate facility.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1419 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you.
RMD Director
RDA 1419 is a request to revise an RDA. The retention period will remain seventeen years and destroy. The format will change to paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1419.
Public Records Commission
PRC approves RDA 1419.