An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11135
Effective Date
Record Series Abstract
Documentation created to support the findings, conclusions/results, recommendations, referrals, and reports for investigations conducted by the Comptroller of the Treasury Division of Investigations. This documentation may include but is not limited to documentary evidence such as contracts, checks and invoices, analytical evidence such as data comparisons and analysis, and testimonial evidence such as interrogations and interviews.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon either report publication, case closure, or the conclusion of all court proceedings.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Each case will be cutoff after either a report is published, the case is closed, or at the conclusion of all court proceedings depending on the action taken to conclude each investigation. Paper records will be scanned and saved electronically, per the Division of Investigations standard operating procedure. Electronic records will be maintained on the agency's server for five years. All records will then be destroyed by state approved methods.
Worksheet
Record Location
Cordell Hull Building - 3rd Floor
File Arrangement
Alpha, numeric
Date Range
1996 to Current
Agency
Allotment Code
30713
Annual Accumulation
0 cu. ft. , 1 GB
Current Volume
100 cu. ft. , 20 GB
Record Value
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Records are stored both paper and electronic. Electronic records are stored on agency servers and any prior paper records are stored at the state records center.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
10-7-504 TCA
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 year
Retention Legal Citation
10-7-504 TCA
Electronic Records Plan Inventory
System Name
agency network server
Hardware Description
stored on file servers with appropriate folders
Software Description
shared folder on windows file server
System Location
Data Center South
Backup Procedures
Backups are taken with EMC Networker and stored at the data center for 30 days.
Disaster Recovery
The recovery goal for File Storage Servers - 8 hours.
Data Migration Description
Data stored on File Servers with appropriate document extension.
RDA Comments
Records Management Division (RMD)
09-03-2020
No recommended changes.
Tennessee State Library and Archives
09-04-2020
No recommended changes.
Comptroller Audit Review
09-08-2020
We have reviewed RDA 11135 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2020
No changes.
RMD Director
09-09-2020
RDA 11135 is a request to revise an RDA. The retention period will remain for five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11135.
Public Records Commission
09-21-2020
PRC approves RDA 11135