An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11102
Effective Date
Record Series Abstract
Confidential case files: transcripts, pleadings, correspondences, attorney work product (i.e. investigative memos,digest of records, notes, legal research, etc...), and client and witness medical, psychological, criminal records collected for the purpose of litigation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At close of case in State Court.
Total Retention Years
100
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be cut off at the close of the case in State Court. After the close of the case, the agency will continue to maintain the paper records in agency for 1 year, to enable scanning and ensure records are properly stored in electronic files. Paper records will then be sent to the state records center to be stored for the remaining 99 years, and then destroyed by state approved methods. Electronic records will be maintained in agency for 100 years after cut off, and then destroyed by state approved methods. Both paper and electronic records will be maintained for the full retention period, due to the essential nature of these records.
Worksheet
Record Location
404 James Robertson Pkwy, Suite 1100 Nashville 37219
File Arrangement
alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1994 to Current
Allotment Code
308
Annual Accumulation
~ 50 cu. ft and 5 GB
Current Volume
~ 506 cu. ft and 500 GB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Tennessee Federal Public Defenders and court appointed pro bono counsel for defendants in federal and collateral matters.
Essential Record
Yes - Original
Essential Record Stored
The original is stored in the agency. Electronic copies are made and stored on the agency network.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
TCA: 23-3-105, 24-1-209; and Tennessee Supreme Court Rule 1.6
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1
Records Center Retention Period
99
Electronic Records Plan Inventory
System Name
Agency Document Server
Hardware Description
standard server array
Software Description
Documents are stored in standard adobe, office suite, image, audio, and video formats on agency\'s document server
System Location
system is located in the agency office
Backup Procedures
files are backed up incrementally daily and full back up month. Full procedures are on file with the Post-Conviction Defenders Network Administrator.
Disaster Recovery
From back up. Full procedures are on file with the Post-Conviction Defenders Network Administrator.
Data Migration Description
Detailed migration plans are on file with the Post-Conviction Defenders Network Administrator.
RDA Comments
Records Management Division (RMD)
03-03-2015
No recommended changes
Tennessee State Library and Archives
03-06-2015
We concur with retention and disposition; no recommended changes.
Comptroller Audit Review
03-03-2015
We have reviewed RDA 11102 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-06-2015
We concur with the comments.
RMD Director
03-09-2015
RDA 11102 is a request for a new RDA. The retention period will be one hundred years and then destroy. The format will be paper/electronic. Recommend approval of RDA 11102.
Public Records Commission
03-30-2015
Approved by the PRC.