An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11345
Effective Date
Record Series Abstract
These records consist of but are not limited to: warning and sanction letters, documentation justifying warnings or sanctions, internal correspondence requests by providers for appeal, acknowledgement of receipt and subsequent correspondence, letters and correspondence pertaining to settlement or hearing, pleadings, exhibits and orders in administrative proceedings. Selected printed emails will also be part of these records.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The cut off will be 5 years after the conclusion of the appeal process.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained and stored in the DIDD Office of General Counsel. Thereafter stored in DIDD warehouse until end of file retention and then destroyed in accordance with state approved methods.
Worksheet
Record Location
Office of General Counsel, 315 Deaderick Street, 8th Floor UB Tower, Nashville, TN 37243 DIDD warehouse storage at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
alpha numeric
Media Format Generated
Both
Date Range
2010-current
Allotment Code
344.01
Annual Accumulation
1.5 cubic feet - paper 24 megabytes - electronic
Current Volume
13 cubic feet - paper 201 megabytes
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 File Servers
Hardware Description
Windows Servers 2012 R2
Software Description
MS Windows applications
System Location
State of Tennessee Data Centers
Backup Procedures
Replication across Data Centers, Complete Weekly File back up.
Disaster Recovery
3 months 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 11345 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 11345 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 11345.
Public Records Commission
05-22-2019
PRC approves RDA 11345