An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11051
Effective Date
Record Series Abstract
Records created from merger of the recipient files from the Program Integrity Division, Criminal Investigation Division, and Legal Division. Records may include but are not limited to court documents, research materials, personnel records with affidavits of custodians of records, witness statements, investigative reports, attorney & legal assistant's notes, records of medical claims, tax records, real property records, and correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After the case files are closed in each division and then merged.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated and maintained electronically. All documents will be formatted as electronic files, verified and approved. The electronic files will be retained by the Office of Inspector General permanently using state approved software CACTUS-Civil and Criminal case tracking system, which does not allow the deletion of records. The Office of Inspector General maintains files to link and pursue repeat offenders, co-conspirators, and to complete statutory reporting requirements.
Worksheet
Record Location
665 Mainstream Drive, 1st floor Nashville TN
File Arrangement
Chronological
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2007 to present
Allotment Code
317.12
Annual Accumulation
30 gigabytes
Current Volume
147 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
TCA: 71-5-2516
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Permanent
Records Center Retention Period
0
Retention Legal Citation
TCA: 71-5-2601
Electronic Records Plan Inventory
System Name
OIGUAT and OIGPRD in Oracle shared environment
Hardware Description
Oracle databases running on real application servers maintained by STS
Software Description
Oracle database
System Location
STS Data Centers (replicated across South Data Center (Smyrna) and North Data Center (Nashville))
Backup Procedures
archive logs daily incremental backups weekly full backup DDR to tape every 30 days tapes offsite biweekly
Disaster Recovery
replication across data centers and archive logs facilitates a one-hour point-in-time recovery
Data Migration Description
A home-grown windows application (Case Tracking System (CTS)) is installed on appropriate client machines. It is through the CTS software that data is moved to the oracle database.
RDA Comments
Records Management Division (RMD)
06-25-2020
No recommended changes.
Tennessee State Library and Archives
06-25-2020
No recommended changes.
Comptroller Audit Review
07-08-2020
We have reviewed RDA 11051 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-13-2020
7-13-2020 Agency Concurs
RMD Director
08-27-2020
RDA 11051 is a request to revise an RDA. The retention period will change from five years and destroy to Permanent. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11051.
Public Records Commission
09-21-2020
PRC approves RDA 11051