An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11186
Effective Date
Record Series Abstract
Records include but not limited to: Documentation may include complaints, notarized statements from claimants, notarized statements, correspondence, investigation reports, request for information letter, certified letters, penalty orders, initial orders, final orders, first past due notices, second past due notices, letter to the Attorney General's office for collections or bankruptcy, receipt of payment letters, and/or closing reports.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At end of investigation or administrative process assessment of penalty.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic format. Paper copies will be electronically scanned. Following verification of completeness and accuracy, paper records are destroyed. After the cut off records will be maintained in the Division for 5 years, then destroyed by state-approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave. Nashville, TN 37243
File Arrangement
Chronological
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
10 cubic feet
Current Volume
65 cubic feet
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
TCA 48-101-514(a)(1)
Electronic Records Plan Inventory
System Name
IE1819008WN001.NET.ADS.STATE.TN.US
Hardware Description
DELL POWEREDGE FC630
Software Description
WINDOWS SERVER 2012 STORAGE SERVER
System Location
STATE OF TENNESSEE - DATA CENTER SOUTH
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
REPLICATED TO STATE OF TENNESSEE - DATA CENTER NORTH
Data Migration Description
MIGRATION STRATEGY ON FILE
RDA Comments
Records Management Division (RMD)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 11186 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2024
Thank you.
RMD Director
08-28-2024
RDA 11186 is a request to revise an RDA. The retention period will change from ten years and then destroy to five years and then destroy. The format will be paper/electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11186.
Public Records Commission
09-23-2024
PRC approves RDA 11186.