An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11304
Effective Date
Record Series Abstract
Records consist but are not limited to: court pleadings such as petition, affidavits, consent to serve, orders issued by the court, pleadings from earlier proceedings involving the same person, any correspondence and background information pertaining to the person served, such as information supplied by DIDD regional office personnel, independent support plans and documents describing the behavior of person served.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Death of person served or termination of services to person served.
Total Retention Years
11
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record is created when a need arises to file for original conservatorship or when conservatorship needs to be transferred. Files are maintained in the DIDD Office of General Counsel for up to 1 year after activity on file is completed. Thereafter, records are stored in DIDD warehouse until the end of retention period and destroyed according to State approved methods.
Worksheet
Record Location
DIDD Office of General Counsel, 10th Floor, 400 Deaderick Street, Nashville, TN 37243 for up to 1 year after activity ceases. Thereafter files are maintained at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Alphabetical for active files, numeric by box numb
Media Format Generated
Both
Date Range
2003-current
Allotment Code
344.01
Annual Accumulation
2.5 CF less than 1 GB
Current Volume
43 CF 8 GB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 33-3-103
Does this Record Series Contain Sensitive Information?
No
Records Center Retention Period
10 years
Retention Legal Citation
TCA 33-3-103
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 Tennessee Data Centers
Backup Procedures
Replication across data centers, complete weekly file backup.
Disaster Recovery
3 months - on site 7 years - Iron Mountain
Data Migration Description
Data is stored as a 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 restore processes or by standard ETL processes, or files can be copied or moved by and individual user through normal Windows features.
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11304 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-08-2018
Thank you!
RMD Director
10-11-2018
RDA 11304 is a request to create an RDA. The retention period will be eleven years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11304.
Public Records Commission
10-30-2018
PRC approves RDA 11304.