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Case File Correspondence and other legal documentation.

RDA Number
000131_001
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
Yes
Cut Off at End of
Other
If Other, Explain
When case file is resolved and closed and other legal correspondence is no longer considered active.
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 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.
Allotment Code
31701
Record Location
F&A offices, TN Tower 20th Floor 312 Rosa L. Parks Ave. Nashville
File Arrangement
Alpha
Date Range
7-1-2010 to current
Annual Accumulation
38 CF 2 GB
Current Volume
38 CF 4 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
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?
No
Agency Retention
5 years
Records Center Retention Period
3
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.
Legacy Revision UUID
1785