Core Data
RDA Number
11109
Effective Date
Mon, 04/20/2026
Record Series Abstract
Record series consists of the following: agency litigation case files; pleadings; privileged and non-privileged correspondences and information related to the agency's case files, civil hearings, pleadings, orders and other related documents.
Record Series Active
Yes
Cut Off at End of
Other
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
5
Total Retention Months
0
Retention End Action
Destroy
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.
Worksheet
Record Location
Paper - 500 James Robertson Parkway, Davy Crockett Towers, 3rd floor, Nashville, Tn. 37243
Electronic - STS Data Center North and South
Electronic - STS Data Center North and South
File Arrangement
Alpha and Alphanumeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Film: Other
Date Range
2012 - current
Allotment Code
31603
Annual Accumulation
2 cu feet paper / electronic .1
Current Volume
4 cu feet -paper / electronic .7
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Stored
N/A
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
TABC Shared Drive
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.
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.
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.
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 11109 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 11109 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 11109.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 11109.
