An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11230
Effective Date
Record Series Abstract
This Record series covers records generated and/or received by the agency as a result of or preparation for potential litigation. Record series includes but is not limited to memoranda, correspondence, affidavits, consent orders, final orders, notice of hearing and charges, subpoenas, investigative reports, discovery, attorney work papers, exhibits, pleadings, settlement documents, and transcripts.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Record series is cut off after the case has been fully adjudicated and there can be no further claims or appeals.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be maintained in agency for a period of ten years and then destroyed according to state approved methods. Records may be retained longer if needed as reference for future research. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Any records subject to a superseding Confidentiality Agreement and/or a Protective Order shall not be destroyed until the termination of the Confidentiality Agreement and/or Protective Order
Worksheet
Record Location
Tennessee Tower, 22nd Floor
File Arrangement
Alphabetical
Media Format Generated
Both
Date Range
1990 to Current
Allotment Code
32101
Annual Accumulation
Paper: 1 c.f. Electronic: .5 GB
Current Volume
Paper: 14 c.f. Electronic: 6.82 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Tennessee Tower, 22nd Floor
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A. 23-3-105 T.C.A. 10-7-504
Does this Record Series Contain Sensitive Information?
No
Retention Legal Citation
T.C.A. 23-3-105 T.C.A. 10-7-504
Electronic Records Plan Inventory
System Name
Legal (\\ag03SDCWF00525) (I)
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for AG03SDCWF00525)
Backup Procedures
Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday-Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup AG03SDCWF00525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups.
Disaster Recovery
Backup media is stored at Iron Mountain Restore process is via a Help desk ticket. If it is older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency, then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. The cost for an emergency run is $150.00.
Data Migration Description
The Legal Records will be scanned into PDF format and will be placed into a separate, controlled folder on the DGS 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 DGS Legal Staff. DGS Legal will follow internal procedures in creation, access and modification of the electronic records. The electronic version of the Legal Files will be destroyed in accordance with the above retention period.
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 11230 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-11-2017
Agency concurs with no needed changes on RDA. Thank you
RMD Director
08-17-2017
RDA 11230 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11230.
Public Records Commission
09-07-2017
PRC approves RDA 11230.