Core Data
RDA Number
2261
Effective Date
Mon, 04/20/2026
Record Series Abstract
Record series consists of investigative files which can include, but are not limited to, complaints received, witness statements, investigative reports/notes, inventory of evidence or property seized, audio or visual recordings, or any other records related to investigations of criminal or regulatory violations.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At Case closure.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are generated in both paper and electronic format. Paper will be converted into electronic format. Paper will be destroyed after verification of electronic documents is completed. The records will be maintained in agency for 5 years once closed.
Worksheet
Record Location
Paper - 500 James Robertson Pkwy, 3rd Floor Nashville TN 37243
Electronic storage of files on local servers -STS Data Center North and South
Electronic storage of files on local servers -STS Data Center North and South
File Arrangement
Numeric by year
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Audio
Electronic: Video
Electronic: Email
Paper: Sheet
Date Range
2012 - Current
Allotment Code
31603
Annual Accumulation
2 cubic feet-paper, electronic 1-Gigabytes
Current Volume
5 cubic feet-paper, 5 gigabytes electronic
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504(a)(2), TCA 55-10-120(d)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Until case closure, retained five years after closure, then destroyed
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
Alcoholic Beverage Commission - Law Enforcement Records
Hardware Description
Windows Servers Virtual Machines (VM)
Software Description
Shared Network drive files managed via Sharepoint on Windows servers
System Location
Shared Network Drive servers - STS Data Center North and South
Backup Procedures
Server and File Level Backups STS performs two levels of backups for Server and File Backups.
Disaster Recovery
STS conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications.
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Records Officer and the IT Director.
RDA Comments
Records Management Division (RMD)
Thu, 03/19/2026
No recommended changes.
Tennessee State Library and Archives
Thu, 03/19/2026
No recommended changes.
Comptroller Audit Review
Fri, 03/20/2026
We have reviewed RDA 2261 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Fri, 03/20/2026
Agency concurs.
RMD Director
Fri, 03/27/2026
RDA 2261 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2261.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 2261.
