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Civil Actions( Agency Case Files non-confidential/ non-privileged records)

RDA Number
Effective Date
Record Series Abstract
Record series consists of the following: agency litigation case files; pleadings; non-privileged correspondences; non-privileged and non-confidential information related to the agency's case files, Civil hearings, pleadings, orders and other related documents.
Record Series Active
Cut Off at End of
If Other, Explain
Cut off case file after verification that the case is fully adjudicated and no other claims or appeals in the case may be filed.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Retain in agency for 5 years after closure then destroy, unless the record is subject to a superseding Confidentiality Agreement and/or a Protective Order issued by the court. Any such 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.Files are generated in both paper and electronic format. The records will be maintained in agency for 5 years once closed. Paper will be converted into electronic format. Paper will be destroyed after verification of electronic documents is completed.
Record Location
500 James Robertson Parkway, Davy Crockett Towers, 3rd floor, Nashville, Tn. 37243
File Arrangement
Date Range
Allotment Code
Annual Accumulation
2 cu feet paper / electronic .1
Current Volume
14 cu feet -paper / electronic .7
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Essential Record Stored
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
System Name
Hardware Description
Windows Servers Virtual Machines (VM) File Servers
Software Description
Microsoft Access 2007 Database File
System Location
STS Data Center North and South
Backup Procedures
Server and File Level Backups STS performs two levels of backups for Server and File Backups. File level backup, of individual files and folders oIt is performed on the server Monday through Friday. Image level backup, of an entire server oIt is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years.
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. Disaster Recovery begins with the utilization of the STS's North Data Center for both operations and data. If both STS's South Data Center and STS's North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated
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. The IT Director will provide information and guidance to the Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The IT Director will advise and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11109 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
We concur.
RMD Director
RDA 11109 is a request to revise an RDA. The retention period will remain five years and destroy. The format will change from paper to paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 11109.
Public Records Commission
PRC approves RDA 11109.