Core Data
RDA Number
11343
Effective Date
Mon, 10/20/2025
Record Series Abstract
These records include but are not limited to correspondence, pleadings, court orders, court transcripts, discovery, settlement agreements, documents and information gathered for or provided to parties and select emails pertaining & related to, but not limited to the Arlington lawsuit, Clover Bottom and Greene Valley lawsuit, John B. Lawsuit, HB vs. Emkes lawsuit.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After all applicable appeal periods have expired.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained in the Office of Legal Counsel until final judgement and the expiration of all applicable appeal periods. Records are stored in the warehouse storage until the end of retention period and are to be destroyed in accordance with state approved methods at the end of retention period.
Worksheet
Record Location
315 Deaderick Street, 8th Floor, UBS Tower, Nashville, TN 37243, agency warehouse storage at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
apha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
1995-current
Allotment Code
344.01
Annual Accumulation
15 cubic feet - paper
300 megabytes - electronic
300 megabytes - electronic
Current Volume
345 cubit feet - paper
6 gigabytes - electronic
6 gigabytes - electronic
Record Value
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Justice
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103 and 10-7-504
T.C.A. 52-3-103 & C.F.R. 45 Part 164
T.C.A. 52-3-103 & C.F.R. 45 Part 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
Windows Servers 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 Iron 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
Recommend changing the Cut Off and Retention Period for improved clarity. “Cut Off is after all applicable appeal periods have expired.” Change the Retention Period to 12 years.
Update: After discussions with the agency the legal citation for a six-year retention was clarified. An agency memo has been added to the documentation. There are no recommended changes. 09-18-2025
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11343 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 11343 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 11343 with the following change to the cut off, as was discussed with the agency.
Cut Off: After all applicable appeal periods have ended.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11343 with the following change:
Cut Off: After all applicable appeal periods have ended.
