Record Series Abstract
These documents relate to accidents and incidents involving state owned motor vehicles. These files protect the interest of the state in accident claims. Files include but are not limited to the following: memorandums, correspondence, receipts, copies of checks, insurance carrier letters, invoices, purchase orders, estimates, departmental vehicle crash reports, officer's incident report, admonition of rights, incident reports, and photographs.
Record Series Active
Cut Off at End of
If Other, Explain
Upon close of litigation or when claim is received.
Total Retention Years
Total Retention Months
Retention End Action
Maintain in agency for 5 years after close of litigation or when claim is received, then destroy by state approved method. Current paper records will be scanned onto Agency Server. After verification of accuracy, paper records will be destroyed. Electronic Records on Server will be destroyed after 5 years.
Media Format Generated
1995 - current
3 cu. ft. / Electronic Scanning will begin June 2016
150 cu. ft. / Electronic Scanning will begin June 2016
Information Shared Outside the State
Yes - Original
Essential Record Stored
Davy Crockett/ State Records Center
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
Electronic Records Plan Inventory
OneFS Version 126.96.36.199
Data Center South-Primary, Data Center North is secondary site.
The system has an incremental backup done nightly and a full backup taken at the end of every month. These backups are kept on disk at Data Center South for 30 days and the monthly backup are sent offsite to Iron Mountain for 7 years.
Snapshots are taken from Data Center South and transferred to Data Center North every 15 minutes for Disaster Recover purposes. In the event of a disaster, the snapshot would be made writeable and all shares would be available at Data Center North.
Data Migration Description
The MVM Wreck and Incident Files will be scanned into PDF format and will be placed into a separate, controlled folder on the MVM shared drive. The folder will be restricted and will be backed up on a regular basis. The electronic version of the files will be accessible and maintained by the MVM staff. MVM will follow internal procedures in creation, access and modification of the electronic records. At the end of the Cutoff period the Electronic MVM Wreck and Incident files will be retained for the said retention period, then destroyed.
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1873 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency agrees with no recommended changes.
RDA 1873 is a request to revise an RDA. The retention period will change from one year to five years. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition, and worksheet have been updated. Recommend approval of request to revise RDA 1873.