An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2814
Effective Date
Record Series Abstract
COPIES OF JUDICIAL DESIGNATION ORDERS, SUPPORT DOCUMENTATION, AND CORRESPONDENCE. The designation process is necessary when a judge has a conflict with hearing a case and needs the case to be assigned to another judge. These requests come to the AOC by email, by mail (which may include a letter and a copy of a pleading or a recusal request - both of which have already been filed with the court),or by a telephone call (the highlights of the conversation may be noted by our executive assistant). The judicial designation record series would include but not be limited to the correspondence, copies of pleadings and/or recusal orders sent with the initial request(s), and notes from various conversations regarding the designation request. Once the request is received, a designation order is prepared using the information received from the request.
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
The final drafts of the designation orders shall be kept electronically in an access database for 5 years after the order has been filed with the court. The paper documents are kept in a file storage area in the office of the Executive Secretary for 5 years from the date that the corresponding designation order is filed with the court and then destroyed.
Worksheet
Record Location
Nashville City Center 6th Floor Records Rm
File Arrangement
Chronological
Media Format Generated
Both
Date Range
June 2006 - current
Allotment Code
30201
Annual Accumulation
1 cu ft./.25 MB
Current Volume
10 cu. ft./2.5 MB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Originals are filed w/clerk of designated court.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Judge Designations
Hardware Description
HP Standalone - Windows 2008 server
Software Description
Microsoft Access
System Location
AOC Data Center
Backup Procedures
Employing Veritas Netbackup data is backed up on the following schedule: complete backups occur on Fridays, differential backups are run Monday through Thursday, each week. Back up data is stored on EMC Data Domain disc storage. Data is replicated to remote second Data Domain nightly.
Disaster Recovery
Sufficient hardware and virtual capacity exists in both locations in order to redeploy stored data and permit continuity of operations in accordance with our disaster recovery plan.
Data Migration Description
AOC DBA Staff would make a copy of the Judge Designation database and put it in the desired new location.
RDA Comments
Records Management Division (RMD)
05-26-2016
No recommended changes.
Tennessee State Library and Archives
05-27-2016
No recommended changes.
Comptroller Audit Review
05-31-2016
We have reviewed RDA 2814 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-27-2016
Thank you.
RMD Director
06-01-2016
RDA 2814 is a request to revise an RDA. The retention will remain five years and destroy. The format will change to paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2814.
Public Records Commission
06-22-2016
PRC approves RDA 2814