An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11346
Effective Date
Record Series Abstract
These records consist of but are not limited to correspondence notifying the individual of proposed placement on the Abuse Registry, placement memos, appeal requests, investigation report and investigation file, pleadings, orders issued by an administrative law judge or court, written correspondence, exhibits, transcript discovery request and responses. ARAG requests may also include background checks, documents submitted by the request and correspondence and the report and recommendation of the committee. Selected printed emails are also a part of these records.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
5 years after matter closed (whether by settlement, litigation or review).
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained and stored in paper and electronic formats in Office of General Counsel until file is closed. Thereafter, record is stored in DIDD warehouse until end of retention period at which time it is destroyed in accordance to state approved methods.
Worksheet
Record Location
DIDD Office of General Counsel, 8th Floor UBS Tower, 315 Deaderick Street, Nashville, TN 37243. DIDD warehouse storage at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Alphabetical for active files, numeric by box numb
Media Format Generated
Both
Date Range
2004 - Current
Allotment Code
344.01
Annual Accumulation
8 cubit foot - pager 205 MB - electronic
Current Volume
2.6 Gigabytes - electronic 41 cubic feet - paper
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 33-3-103 classifies as confidential documents directly or indirectly identifying a service recipient. Some records may also be confidential as attorney-client privileged communications.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 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
Windows Servers 2012 R2
Software Description
MS Applications
System Location
State of Tennessee Data Centers
Backup Procedures
Replication across Data Centers, Complete Weekly File Backup
Disaster Recovery
3 month on-site, 7 years Stone Mountain
Data Migration Description
Data is stored as combination of PDF and/or Microsoft 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)
04-24-2019
No recommended changes.
Tennessee State Library and Archives
04-25-2019
No recommended changes.
Comptroller Audit Review
04-25-2019
We have reviewed RDA 11346 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-29-2019
Thank you!
RMD Director
04-30-2019
RDA 11346 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11346.
Public Records Commission
05-22-2019
PRC approves RDA 11346