Core Data
RDA Number
1654
Effective Date
Mon, 10/20/2025
Record Series Abstract
Closed discrimination complaint files which contain the conciliation agreement (if any), information concerning efforts to eliminate discriminatory practices, and all evidence gathered through the investigation and its finding.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
These records are cut off when a complaint is dismissed or otherwise resolved.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic format. Paper records will be digitized before case closure. Once electronic records have been checked for completeness and accuracy, paper records are destroyed by state approved methods. Electronic records are cut off upon case closure. For cases worked with Federal Partners, closed cases are maintained on federal servers according to the Federal Fiscal Year in which the cases were closed, and records are maintained by Federal Partners.
Worksheet
Record Location
In agency and State Records Center
File Arrangement
Alphabetical by closure month , By assigned case number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Audio
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Electronic: Other
Paper: Sheet
Date Range
2010 to Current
Agency
Allotment Code
303.01
Annual Accumulation
52 gigabytes per year
52 gigabytes per year
1.36 gigabytes per year
52 gigabytes per year
1.36 gigabytes per year
Current Volume
56 cu ft
364 gigabytes
413.6 gigabytes
1.31 gigabytes
364 gigabytes
413.6 gigabytes
1.31 gigabytes
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Equal Employment Opportunity Commission, US Department of Housing and Urban Development and US Department of Justice
Essential Record
Yes - Original
Essential Record Stored
If we work with a federal partner, the original essential case file are stored with it.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
Sections 709(b) and 709(e) of the Civil Rights Act of 1964, as amended (42 USC 2000e-5(b) and 2000e-8(e)); 29 CFR Parts 1601.22, 1601.26 and 1640.4; TCA 10-7-504; TCA 4-21-303
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
As long as active, records may be maintained in paper or electronic format so long as electronic content has been verified for completeness, accuracy and usability. Records in paper format may be transferred to the State Records Center. Electronic records shall be kept in storage that is maintained or approved by the Attorney General's Office.
Records Center Retention Period
5 years
Retention Legal Citation
TCA Title 4, Chapter 21; CFR Title 29, Subtitle B, Chapter XIV, Parts 1601 and 1640; USC Title 42, Chapter 21, Subchapter VI.
Electronic Records Plan Inventory
System Name
Agency Record's Center (ARC), HUD Enforcement Management System (HEMS), and STS Servers
Hardware Description
Hardware description on file with Strategic Technology Solutions (STS). All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file with Strategic Technology Solutions (STS). All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
Maintained by Federal partners and STS
Backup Procedures
Maintained by Federal partners and STS
Disaster Recovery
Responsibility of the Federal partners and STS
Data Migration Description
Responsibility of the Federal partners and STS
RDA Comments
Records Management Division (RMD)
Thu, 09/11/2025
No recommended changes.
Tennessee State Library and Archives
Fri, 09/12/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/15/2025
We have reviewed RDA 1654 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thu, 09/18/2025
Thank you.
RMD Director
Wed, 09/24/2025
RDA 1654 is a request to revise an RDA. The retention period will remain five 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 1654.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 1654
