An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11341
Effective Date
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
Yes
Cut Off at End of
Other
If Other, Explain
Cut off is 5 years after completion of the project.
Total Retention Years
5
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 DIDD warehouse storage and kept there until end of retention period at which time they are destroyed according to state approved methods.
Worksheet
Record Location
DIDD Office of General Counsel, 315 Deaderick Street, 8th Floor UBS Tower, Nashville, TN 37243 DIDD Warehouse Storage, 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
apha numeric
Media Format Generated
Both
Date Range
2013-current
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
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 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 11341 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 11341 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 11341.
Public Records Commission
05-22-2019
PRC approves RDA 11341