An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11154
Effective Date
Record Series Abstract
Records of district attorneys general criminal investigation. Records include but not limited to; Correspondence, photographs, interviews, law enforcement reports, medical files, collateral documentation received for the investigation, and working papers.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After defendant is executed, dies, or upon extraordinary action (pardon or commutation)
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off upon completion of all proceedings or appeals and conclusion of case, maintained in agency for 10 years and then destroyed by state approved methods. Files may be retained longer based on the administrative needs of each office. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
District Attorneys General offices around the state.
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Date Range
1970 to current
Allotment Code
304
Annual Accumulation
Varies according to office. Each District office shall track annual accumulation.
Current Volume
Varies according to office. Each District office shall document current volume.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Shared with other state and federal law enforcement and judicial organizations.
Essential Record
Yes - Original
Essential Record Stored
Essential record is stored at each district office. Format may be paper, film, or electronic.
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
T.C.A. 10-7-504 (a)(5)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 10-7-504 (a)(5)
Electronic Records Plan Inventory
System Name
Records Officer shall document system name
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Each district shall document the system location and report it to agency records officer.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
Each district shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually. Each district is to communicate this with central office for reference purposes.
Data Migration Description
Each district shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.Each district is to communicate this with central office for reference purposes.
RDA Comments
Records Management Division (RMD)
02-05-2016
No recommended changes.
Tennessee State Library and Archives
02-05-2016
No recommended changes.
Comptroller Audit Review
02-05-2016
We have reviewed RDA 11154 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-10-2016
Thank you
RMD Director
02-10-2016
RDA 11154 is a request to create a new RDA. The retention period will be ten years and the format will be paper/electronic/film. Recommend approval of request to create RDA 11154.
Public Records Commission
02-25-2016
PRC approves RDA 11154.