Core Data
RDA Number
11341
Effective Date
Mon, 10/20/2025
Record Series Abstract
These special project records relate to areas of law where outside counsel is obtained and include but are not limited to immigration, I-9 work visa extensions, I-9 audits Records consist of but are not limited to correspondence, emails, applications and supporting documentation.
Record Series Active
No
Cut Off at End of
Other
If Other, Explain
Cut off is after completion of the project.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained in Office of General Counsel until completion of project. Afterwards records are transferred to DDA warehouse storage and kept there until end of retention period at which time they are destroyed according to state approved methods.
Worksheet
Record Location
Office of General Counsel, 315 Deaderick Street, 8th Floor UBS Tower, Nashville, TN 37243 & DDA Warehouse Storage, 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
apha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2013-2023
Allotment Code
344.01
Annual Accumulation
<1 megabyte - electronic .25 cubit ft - paper
Current Volume
3 megabytes - electronic 1 cubic foot - paper
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Federal Government, US Department of Justice, Immigration and Naturalization Services
Essential Record
No
Confidential
No
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 moths 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)
Thu, 09/18/2025
Please clarify Cut Off and total retention period.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes, pending clarification of Cut Off and total retention period.
Comptroller Audit Review
Thu, 09/18/2025
We have reviewed RDA 11341 from an audit standpoint. We concur with the recommended changes to the retention period and Cut Off. We agree with the disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 11341 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 11341.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11341
