An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11328
Effective Date
Record Series Abstract
Records include but not limited to: information related to civil cases involving the department or department members (case name, court, docket number, date filed, brief description, disposition, and notes such as when physical files were archived or destroyed). Maintained as index to physical files, and for CALEA certification information
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records generated and stored electronically and kept permanently in agency. Data is kept permanently for documentation of forfeiture and civil case action. Data is kept pertaining to RDA 2961 and RDA 1250
Worksheet
Record Location
Law Base
File Arrangement
alpha and numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2012-current
Agency
Allotment Code
34901
Annual Accumulation
2 GB
Current Volume
20 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Confidential
No
Confidential Legal Citation
10-7-504 and 55-25-101et seq.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
0
Retention Legal Citation
10-7-504 and 55-25-101et seq.
Electronic Records Plan Inventory
System Name
Law Base
Hardware Description
Application runs on a single virtual server (DI03SDCWB00028)
Software Description
proprietary Lawbase software that can be run locally using a shortcut. The server also contains the Lawbase database, used by the Lawbase software
System Location
STS Data Center South
Backup Procedures
AVAMAR is the name of the backup system used at the datacenter. Backups of the server's f drive are done daily with a monthly backup stored at Iron Mountain.
Disaster Recovery
In the event of data loss at a facility data will be recovered by the State IT Department (STS)or the replicated storage at the alternate facility. DR is Silver
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS.
RDA Comments
Records Management Division (RMD)
04-24-2019
No recommended changes.
Tennessee State Library and Archives
04-24-2019
No recommended changes.
Comptroller Audit Review
04-25-2019
We have reviewed RDA 11328 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-26-2019
Thank you.
RMD Director
04-30-2019
RDA 11328 is a request to create an RDA. The retention period will be permanent and the format will be electronic. Recommend approval of request to create RDA11328.
Public Records Commission
05-22-2019
PRC approves RDA 11328