Core Data
RDA Number
11342
Effective Date
Mon, 10/20/2025
Record Series Abstract
These records consist of correspondence between the agency and the Attorney General's (AG) Office internal correspondence, copies of pleadings and departmental documents and information gathered for or provided to the AG's Office. Selected printed emails are also part of these records.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After expiration of all applicable appeal periods.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained in Office of General Counsel while active. Thereafter, maintained in agency's warehouse storage until the end of the retention period and destroyed in accordance with state approved methods.
Worksheet
Record Location
Office of General Counsel, 8th Floor UBS Tower, Nashville, TN 37243 and agency's warehouse storage, 275 Stewarts Ferry Pike, Nashville, TN. 37214
File Arrangement
apha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2004 - current
Allotment Code
344.01
Annual Accumulation
3 cubic feet - paper
22 megabyte - electronic
22 megabyte - electronic
Current Volume
50 cubic feet - paper
333 megabyte - electronic
333 megabyte - electronic
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103
T.C.A. 52-3-103
45 C.F.R. Parts 160 & 164
T.C.A. 52-3-103
45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
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 Word 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 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)
Fri, 09/19/2025
Please clarify Cut Off and retention period.
Update: After discussion with the agency, it is determined the cut-off is 6 years after litigation hold ends with the total retention period of 6 years. No recommended changes. 09/19/2025
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11342 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 11342 is a request to revise an RDA. The retention period will change from five years to six years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11342 with the following change to the cut off, as was discussed with the agency. Cut Off: After expiration of all applicable appeal periods.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11342 with following changes: Cut Off: After expiration of all applicable appeal periods.
