An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2236
Effective Date
Record Series Abstract
Legal case files may include, but are not limited to, memoranda, correspondence, affidavits, consent orders, final orders, notice of hearing and charges, subpoenas, investigative reports, attorney work papers, exhibits, and transcripts. These records include all complaints and corresponding documentation not covered by a separate client program RDA.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The Legal Case File Is Cutoff When The Case Is Closed And The Complaint Has Been Resolved.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records are maintained in agency for two years then legal case file is sent to State Approved Records Center for eight years and then destroyed according to state approved methods. Electronic records are maintained in agency for the full 10 year retention and then destroyed according to state approved methods.
Worksheet
Record Location
Department of Commerce and Insurance, Davy Crockett Bldg. 5th & 8th Floor, 500 James Robertson Pkwy., 8th Floor, Nashville, TN. 37243
File Arrangement
Alpha Numeric
Date Range
to
Allotment Code
33501, 33510
Annual Accumulation
40 cu ft, 2 GB
Current Volume
145 cu ft, 10 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Department of Commerce and Insurance, Davy Crockett Bldg. 5th & 8th Floor, 500 James Robertson Pkwy., 8th Floor, Nashville, TN. 37243 or Richards & Richards
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 23-3-105
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Maintain original in Agency for 2 years and then send legal case file to State Approved Record Center for 8 years, then destroy by State approved methods. Electronic records are maintained in agency for the full 10 year retention and then destroyed according to state approved methods.
Records Center Retention Period
8 years
Electronic Records Plan Inventory
System Name
Network shared volume - ag03sdcwf00507
Hardware Description
The records are stored on a network shared volume running on a Windows 2012 Server R2 WM. Files are accessed using a Windows 9 desktop or laptop.
Software Description
The records are accessed on a network shared volume running on a Windows 2012 Server R2 WM. Files are accessed using a Windows 9 desktop or laptop.
System Location
The network file share is located in the South Data Center (SDA).
Backup Procedures
Oracle NAS - Daily incremental tape backups - Weekly Full-Backup - done once a week - Monthly-Backup - once completed tape is sent to offsite storage
Disaster Recovery
Oracle NAS Storage - Restore from Incremental-Backup - Restore from Weekly Full-Backup - Restore from Monthly Full-Backup
Data Migration Description
These records are scanned from a copier-scanner
RDA Comments
Records Management Division (RMD)
08-10-2017
No recommended changes.
Tennessee State Library and Archives
08-10-2017
No recommended changes.
Comptroller Audit Review
08-10-2017
We have reviewed RDA 2236 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-14-2017
Agency concurs with no recommended changes.
RMD Director
08-18-2017
RDA 2236 is a request to revise an RDA. The retention period will change from seven years to ten years and destroy. The format will change to paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2236.
Public Records Commission
09-07-2017
PRC approves RDA 2236.