An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11238
Effective Date
Record Series Abstract
Regulatory Boards Complaint Files may include, but are not limited to, complaints and disciplinary records against licensees.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The record is cut off when the complaint is closed.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
All Regulatory Boards must keep complaint files as long as the complaint and/or related legal case is open. After the complaint and related legal case is closed, the record is cut-off. The records may be scanned and stored electronically or kept in paper form and destroyed seven (7) years after the record is closed.
Worksheet
Record Location
Central Storage Device - electronic or Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN.
File Arrangement
Alpha Numeric
Date Range
to
Allotment Code
335.1
Annual Accumulation
40 cu ft, 50 GB
Current Volume
120 cu ft, 150 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Central Storage Device - electronic or Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 10-7-504(a)(15)(A)(ii) and (a)(20)(A)(iii), (a)(20)(C)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Record will be kept for 7 years after the complaint file is closed.
Records Center Retention Period
N/A
Retention Legal Citation
TCA 10-7-504(a)(15)(A)(ii) and (a)(20)(A)(iii), (a)(20)(C)
Electronic Records Plan Inventory
System Name
CORE
Hardware Description
Linux VM running RedHat 6.x
Software Description
FileNEt Capture Professional & MS SQL Version #2005 TIF IMAGE FORMATE FileNET Workplace, RBS, Iron Data Version: 2.6#tndci-2.6.2.158 (CORE)/CORE - Web application
System Location
FileNet- Iron Mountain, 6005 Dana Way, Antioch, TN 37013-3152/ CORE - South Data Center
Backup Procedures
Every OIR managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time
Disaster Recovery
Servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster.
Data Migration Description
Files previously located in Filenet have been migrated to the CORE system. Also, records are submitted electronically in the CORE system.
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 11238 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 11238 is a request to create and RDA. The retention period will be seven years and destroy. the format will be paper/electronic. Recommend approval of request to create RDA 11238.
Public Records Commission
09-07-2017
PRC approves RDA 11238.