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Office of General Counsel (OGC) Closed Case Files

Core Data
RDA Number
1849
Effective Date
Record Series Abstract
Files related to legal enforcement and other legal issues. Administrative Orders, general correspondence and other supporting documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
THE FILES ARE TO BE CUT OFF AT THE END OF EACH CASE CLOSURE
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
THE FILES ARE TO BE CUT OFF AT THE END OF EACH CASE CLOSURE. PAPER RECORDS RECEIVED PRIOR TO 2008 ARE MAINTAINED IN PAPER FORMAT. PAPER RECORDS RECEIVED 2008 AND AFTER ARE SCANNED UPON RECEIPT, AND DESTROYED AFTER VERIFYING ELECTRONIC RECORD. RECORDS ARE MAINTAINED IN AGENCY 5 YEARS AFTER CUT OFF, THEN DESTROY BY STATE APPROVED METHODS.
Worksheet
Record Location
TN Tower, 2nd floor
File Arrangement
By case number
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Dept. of Environment & Conservation
Allotment Code
327.01
Annual Accumulation
10 cu. Ft., 1 GB
Current Volume
30 cu. Ft., 3 GB
Record Value
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
EPA, Westlaw, Bass, Berry & Sims, Contestoga-Rover & Associates, LP Environmental, LLV USEPA Clean Water Enforcement
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
TCA 4-5-319
Electronic Records Plan Inventory
System Name
Lawlog Case Tracking
Hardware Description
Linux / Oracle
Software Description
Oracle application express in Oracle 116
System Location
South Data Center
Backup Procedures
Daily
Disaster Recovery
On file with OIR
Data Migration Description
Plan includes converting database Binary Large Object (BLOB) data to target database via target database migration techniques designed by departmental or contract database administrators. SQL-Server and Oracle databases are both OIR standard
Metadata Description
Metadata is contained within the searchable database application referred to as LawLog or the OGC portal which references integrated data structures in Enterprise database schemas in Oracle SID P005. OGC documents are searchable by Subject/Title, Date Created, File Name, File Format, Content Size, File Type, Case Number, Case Type, County, EFO, Site name, Status.
RDA Comments
Records Management Division (RMD)
04-16-2015
No recommended changes
Tennessee State Library and Archives
04-16-2015
No recommended changes.
Comptroller Audit Review
04-16-2015
We have reviewed RDA 1849 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-28-2015
Thank you.
RMD Director
06-02-2015
RDA 1849 is a request to revise an RDA. The retention period will change from three years to five years and the format will change to paper/electronic. Recommend approval of RDA 1849.
Public Records Commission
06-23-2015
PRC approves RDA 1849.