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Board of Professional Responsibility Permanent Disciplinary Counsel Files

RDA Number
Effective Date
Record Series Abstract
Investigation and Litigation Disciplinary Counsel Files pertaining to complaints made to the Board of Professional Responsibility concerning alleged ethical misconduct of attorneys licensed to practice law in the state of Tennessee. Records include, but are not limited to, all complaints, investigation reports, memoranda, correspondence, affidavits, pleadings, discovery documents, evidence, and other items under review by the Board of Professional Responsibility's Disciplinary Counsel. Items contained in the file are confidential except where made public pursuant to Tennessee Supreme Court Rule 9, Section 32.
Record Series Active
Cut Off at End of
If Other, Explain
Until the conclusion of the investigation or disciplinary matter arising from the investigation of a complaint of misconduct or after exhaustion of the appeal.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Active files will be maintained by the Disciplinary Counsel in paper and electronic format until the conclusion of the investigation or disciplinary matter arising from the investigation of a complaint of misconduct. Upon the conclusion, all original paper documents will be reformatted as electronic files, verified and approved. Thereafter, all copied paper originals will be destroyed by state approved methods. The electronic files will be retained by the Board of Professional Responsibility permanently.
Record Location
Board of Professional Responsibility 10 Cadillac Drive, Suite 200 Brentwood, TN
File Arrangement
Media Format Generated
Media Format Stored
Date Range
2001 - Current
Annual Accumulation
5 gigabytes 22 cubic feet
Current Volume
355 gigabytes 279.88 cubic feet
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
Board of Professional Responsibility 10 Cadillac Drive, Suite 220 Brentwood, TN
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
System Name
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
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11190 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you!
RMD Director
RDA 11190 is a request to revise an RDA. The retention period will remain permanent. The format will remain paper/electronic. The Total Retention, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11190.
Public Records Commission
PRC approves RDA 11190