Core Data
RDA Number
11306
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records consist of but are not limited to: case correspondence, copies of Step I and II files and documentation and Step III hearing case files as well as Civil Service case files under statutes pre-dating Tennessee Excellence, Accountability and Management (TEAM) Act; these documents may include appeal requests investigation reports, investigation files, personnel files, pleadings, orders issued by or on behalf of Board of Appeals, written correspondence, exhibits, transcripts, discovery requests and responses.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The cut off event will be the implementation of disciplinary actions or, if appealed through the TEAM Act process, the conclusion of such appeal proceedings.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper & electronic. Electronic records are printed and kept in paper format at Agency's Office of General Counsel for up to one year after activity on file is completed. Thereafter, maintained in agency's warehouse for the rest of the retention period.
Worksheet
Record Location
Agency's Office of General Counsel, 8th Floor for up to one year after activity ceases; thereafter, files are maintained in agency's warehouse storage
File Arrangement
Alphabetical for active files, numeric by box numb
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2006 - Current
Allotment Code
344.01
Annual Accumulation
3 cu ft.
3 GB
3 GB
Current Volume
20 cu ft.
15 GB
15 GB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 10-7-504 (d) and (f); records may also be confidential as attorney-client privileged communications.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
Shared Network Storage Records are stored in the State of Tennesse Data Centers
Hardware Description
Server - Windows 2012 R2
Software Description
Microsoft Office Applications
System Location
State of TN Data Centers Capitol Complex Services Center (CCS)
Backup Procedures
Replication across Data Centers Complete Weekly File Backups Capitol Complex Services Center (CCS)
Disaster Recovery
3 months on-site 7 years - Iron Mountain
Data Migration Description
Data is stored as combination of pdf and/or MS Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows File
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Thu, 09/18/2025
We have reviewed RDA 11306 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Thu, 09/25/2025
RDA 11306 is a request to revise an RDA. The retention period will change from five years to six years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11306.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11306
