State flag of Tennessee An official website of the Tennessee Secretary of State.

Case File Correspondence and other legal documentation.

RDA Number
Effective Date
Record Series Abstract
Case files may contain but not limited to legal opinions and correspondence pertaining to Finance & Administration. Ex: Protest of Line 8 of Solicitation No. 2060647. Other legal documentation refers to letters and memo's and miscellaneous paper documents in regards to projects not otherwise classified as a case file. Ex: Drug Court Executive Order 2012
Record Series Active
Cut Off at End of
If Other, Explain
When case file is resolved and closed and other legal correspondence is no longer considered active.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
The files are to be cut off at the end of the case, when resolved and closed. If case is reopened then the retention period begins again once the new issue is resolved. Maintain in agency for two years and then transfer to state records center for three years. Any records received or created electronically is kept electronically until deemed necessary to convert to paper or is no longer needed and is deleted. Destroy after review by the agency at the end of the retention period by state approved methods.
Record Location
F&A offices, TN Tower 20th Floor 312 Rosa L. Parks Ave. Nashville
File Arrangement
Media Format Generated
Date Range
7-1-2010 to current
Allotment Code
Annual Accumulation
38 CF 2 GB
Current Volume
38 CF 4 GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Confidential Legal Citation
The attorney/client privilege and work-product doctrine applies to these records. In addition, other statutory confidentiality may apply because of records unique to a particular file.
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
File Server
Hardware Description
VMWare server (OIR supported network shared drive)
Software Description
Microsoft Server 2003 R2 (OIR supported network shared drive)
System Location
Data Center South, Smyrna
Backup Procedures
Daily incremental backups monthly full backup backups moved offsite biweekly conducted by OIR data center staff.
Disaster Recovery
Disaster recovery plan as managed and implemented by OIR staff. Data will be restored from backups.
Data Migration Description
Records are kept on a shared drive and converted to paper as needed. OIR manages the data migration procedures for data center equipment and software.
Records Management Division (RMD)
Worksheet is missing electronic annual accumulation and electronic current volume. No sample provided due to legal nature of records. Electronic records plan inventory is missing system name. Update 10/17/14 Agency provided system name and GB totals for volume.
Tennessee State Library and Archives
TSLA concurs with RMD comment.
Comptroller Audit Review
We have reviewed RDA 131_001 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs.
RMD Director
RDA 000131_001 is a request to revise an RDA. The retention period change from ten years to five years. The format will change to paper/electronic. Recommend approval of RDA 000131_001.
Public Records Commission
RDA 131_001 approved by PRC.