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State Board of Education Educator License Discipline Files

RDA Number
Effective Date
Record Series Abstract
Educator Licensure Discipline Records pertaining to reports received or reviews opened by the State Board of Education regarding alleged misconduct of licensed educators. Records include, but are not limited to, Initial and Final Director’s Reports, other agency’s investigative reports, public media releases, memoranda, correspondence, affidavits, pleadings, discovery documents, evidence, and all other items under review by the State Board of Education’s Legal Team. Items contained in the file are confidential except if made public, pursuant to T.C.A. § 10-7-503.
Record Series Active
Cut Off at End of
If Other, Explain
Until the conclusion of the license review or disciplinary matter arising from the review of a report of misconduct or after complete exhaustion of appellate rights.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
All files opened after January 1, 2019, will be maintained by the State Board of Education’s Legal Team in electronic format, regardless of how the record is or was received or generated. Upon receipt of paper and/or tangible documents, such documents will be reformatted as electronic files, verified and approved. Thereafter, all copied paper originals will be destroyed by state approved methods and the electronic copy will be considered the original, except that any files that require physical maintenance, under statute or regulation, will be physically maintained by the responsible attorney until such time that physical maintenance is no longer required and will be disposed of under the instruction of this RDA. All “active” case files, as of the effective date of this RDA, will be maintained and managed in CaretLegal, until such time that the case becomes archived or, otherwise, inactive. Upon becoming archived or, otherwise, inactive, files will be downloaded from CaretLegal and saved and maintained in SharePoint online. All electronic files created under this RDA will be retained by the State Board of Education permanently.
Record Location
State Board of Education, 500 James Robertson Parkway, 8th Floor Davy Crockett Tower, Nashville, TN 37243
File Arrangement
Media Format Generated
Media Format Generated Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Email
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Email
Date Range
January 1, 2019 to Current
Allotment Code
Annual Accumulation
32 gigabytes and 6 cubic feet
Current Volume
47 gigabytes and 18 cubic feet
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Confidential Legal Citation
Tenn. Code Ann. § 10-7-504; Tenn. Code Ann. § 23-3-105; 20 U.S.C. § 1232g (FERPA); 45 C.F.R. § 164.502 (HIPAA)
Does this Record Series Contain Sensitive Information?
Agency Retention
Records Center Retention Period
System Name
CaretLegal (Formerly ZolaSuite)
Hardware Description
N/A (SaaS: software as a service)
Software Description
Legal Practice Management Application
System Location
AWS US Northeast Region & AWS US West Region
Backup Procedures
Daily backups. Specifics may be found in the SOC2 Type2 report, which may be obtained by the Tennessee State Board of Education upon request. All vendor backup procedures and system meet STS standards for backup and data recovery plans.
Disaster Recovery
Yes – Disaster Recovery Plan is documented in the SOC2 Type2 report, which may be obtained by the Tennessee State Board of Education upon request. Vendor’s system meets STS standards for backup and recovery plans.
Data Migration Description
Customer migrates data into a dedicated AWS S3 encrypted bucket, CaretLegal data migration team transforms the data and feeds into the application.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11441 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs, no recommended changes.
RMD Director
RDA 11441 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of the request to create RDA 11441.
Public Records Commission
PRC approves RDA 11441.