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Board of Professional Responsibility Attorney Registration Documents

Core Data
RDA Number
11191
Effective Date
Record Series Abstract
Record includes all documents and correspondence received by the Board of Professional Responsibility's Registration Department pertaining to the licensure of attorneys in Tennessee pursuant to Tennessee Supreme Court Rule 9. Items in the record include but are not limited to annual registration statements; Pro Hac Vice registration documents; address changes; general correspondence; delinquency notices; formal charges; judicial vacancy background checks; daily deposit records; professional privilege tax; status changes; successful bar exam lists (from Board of Law Examiners (BLE)); Supreme Court Orders.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon receipt of registration or upon exhaustion of all appeals.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
All original documents will be reformatted as electronic files, verified and approved; thereafter, all copied originals will be destroyed by state approved methods. The electronic files will be retained by the Board for permanently.All items received by the Board's Registration Department pertaining to an attorney's license to practice law will be reformatted into electronic media. Electronic files will be maintained by the Board of Professional Responsibility permanently as indicated by Board Policy 3.10(B)by state approved methods.
Worksheet
Record Location
Board of Professional Responsibility 10 Cadillac Drive, Suite 220 Brentwood, TN
File Arrangement
alpha numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2001 - Current
Agency
Administrative Office of the Courts
Annual Accumulation
5gb
Current Volume
355 gigabytes
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
10 Cadillac Drive, Suite 220 Brentwood, TN
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
Tennessee Supreme Court Rule 9, Sections 10 and 32.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanently
Retention Legal Citation
Tennessee Supreme Court Rule 9, Sections 10 and 32.
Electronic Records Plan Inventory
System Name
OnBase
Hardware Description
We use a 3-OnBase server cluster as virtual machines hosted on a four (4) host cluster which is stored on a clustered file system; database is stored on another database server.
Software Description
ESXi Windows 2012-A2 - OnBase - Hyper-V Windows 2012 R2 - Server 2014.
System Location
Board of Professional Responsibility offices - 10 Cadillac Drive, Suite 220, Brentwood, Tennessee, in the server room; backup is on-site with additional backup stored on ASW Cloud in Virginia.
Backup Procedures
Primary backup is the document management system's secondary storage. Second backup is nightly on-site to local NAS; third backup is currently to cloud on a weekly basis (to be upgraded to nightly); database is backed up every four hours.
Disaster Recovery
Sufficient hardware and virtual capacity exists in order to restore and/or redeploy stored data and permit continuity of operations in accordance with our disaster recovery plans.
Data Migration Description
Hyland software's OnBase data migration procedures
Metadata Description
Metadata is indexed on the following key words: 102) Docket #; (103) Respondent Name OLD; (105) Private Discipline Type; (106) Reprimand Type; (107) County of Practice; (108) Rule #; (109) Verbal Description of Violation; (110) Closed #; (111) Complaint #; (112) Complainant; (113) Press Release Date; (114) Meeting Date; (115) Roster Type; (116) Term Year; (117) Revision Date; (118) Ethics Opinion Type; (119) Opinion Number; (120) Rule Number Addressed; (121) Key words(s) of Violation; (122) Date Discipline Issued; (123) Publication Date; (124) Date; (125) Topic; (126) Create/Revision Date; (127) Presentation Date; (128) Last Name; (129) First Name; (130) MI; (131) State; (132) License ID; (133) Case Participation Year; (134) Year; (Mult.); (135) Attorney Name; (136) Organization Name; (137) Document Type; (MISC-2); (138) Document Name; (139) Vendor Name; (140) Payment Date; (141) Memo Date; (142) Pleading Type; (143) Appellate Brief; (144) Evidence Issues; (145) Keywords of Argument (146) Department; (147) Type of Document; (149) Document Type (IF); (151) New Requests; (154) MISC - Document Type; (155) Registration Type; (157) AD Num; (158) Document Type; (BMM); (159) Rule 44 Organization; (160) Reference; (162) Respondent FN; (163) Respondent LN; (164) Respondent MI; (165) Respondent Suffix; (166) Respondent County Practice; (167) Respondent County/Practice; (Test); (168) Suffix; (169) Respondent County/Practice; (170) BPR #; (171) Document Type; (MISC); (172) Public Discipline Type; (173) Complainant FN; (174) Complainant LN; (175) Complainant MI; (176) Complainant Suffix; (177) Sent to CAP; (178) Status; (179) Form Name; (180) Misc.; (181) 2Complainant FN; (182) 2Complainant LN; (183) 2Complainant MI; (184) 2Complainant Suffix; (185) 3Complainant FN; (186) 3Complainant LN; (187) 3Complainant MI; (188) 3Complainant Suffix; (189) Alpha; (190) Description (PV); (191) Account Name; (192) CorpAtty; (193) Docket # (FD); (194) Closed # (FD); (195) Correspondence Type; (196) Month (RG); (197) Cause of Suspension; (198) Film Description 1; (199) Film Description 2; (202) Month (MR); (204) Document Type (AAC-2); (211) Bank Account; (217) Return Form; (218) Document Type (AAC-1); (223) Petty Cash Documents; (224) Document Type (AC); (231) Correspondence; (232) Month; (234) Document; (235) Year; (236) Start Date; (237) End Date; (238) Record Type; (239) Days; (240) Hours; (241) Comp Time; (242) Meeting Type; (243) Retired Reason; (244) Application; (245) Project Name; (246) Product; (247) Vendor; (248) Related BOPR Docket #; (249) Court & Case #; (250) Date Filed; (251) Date Closed; (252) Party; (253) Type; (254) Other; (255) Reference #; (256) Purchase Order #; (257) Complaint Closed Reason; (258) Complaint Source; (259) Docket Sheet #; (261) Title; (262) .Respondent FN; (263) .Respondent LN; (265) .Respondent MI; (266) .Respondent Suffix; (267) .BPR #; (268) .Complainant FN; (269) .Complainant LN; (270) .Complaint #; (272) .Docket #.
RDA Comments
Records Management Division (RMD)
10-06-2016
No recommended changes
Tennessee State Library and Archives
10-07-2016
No recommended changes.
Comptroller Audit Review
10-07-2016
We have reviewed RDA 11191 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-10-2016
Thank you.
RMD Director
10-12-2016
RDA 11191 is a request for a new RDA. The retention period will be five years and permanent. The format will be electronic. Recommend approval of request to create RDA 11191.
Public Records Commission
11-03-2016
PRC approves RDA 11191.