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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11235
Database ID: 2226
Record Series Title: Capital Case Reports
Record Series Abstract: Capital case reports are created by the Administrative Office of the Courts from information gathered from our capital case attorneys and from court system records. They are used as an internal information source and are sent to specific court officials (including the Tennessee Supreme Court Justices) monthly or when a new development in a capital is discovered or reported. These records include but are not limited to eight (8) capital case reports that give status information for capital post-conviction cases in the trial courts, capital cases in the Tennessee Supreme Court for direct and extraordinary appeals, capital cases in the Tennessee Supreme Court on post-conviction appeal, capital cases in the Tennessee Supreme Court with pending Rule 11 applications, capital cases in the Court of Criminal Appeals - Court of Appeals on post-conviction appeal, capital cases in the Court of Criminal Appeals for direct and extraordinary appeals, capital Cases in the trial courts, and a death row inmates status report.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The reports will be maintained permanently in electronic form on the Administrative Office of the Court's server.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2229
Record Location: Administrative Office of the Courts, Nashville City Center, Suite 600, 511 Union Street, Nashville, TN 37219
File Arrangement: numeric
Media Format Generated: Electronic
Media Format Stored: Electronic: Text
Date Range: 1994 - Current
Annual Accumulation: 0.065 Gigabytes
Current Volume: 0.603 Gigabytes
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 24
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: Department of Justice, news outlets, non-profit organizations, private citizens
Essential Record: Yes - Original
Essential Record Stored: All reports are stored electronically with the Administrative Office of the Courts
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Permanently
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Capital Case Reports
IT-ABC Number: n/a
Hardware Description: Virtual Server on HP Appliance / SUSE Linux 11
Software Description: Microsoft Word, Adobe PDF
System Location: Administrative Office of the Courts, Nashville City Center, Suite 600, 511 Union Street, Nashville, TN 37219
Backup Procedures: Employing Veritas NetBackup, data is backed up on the following schedule: Complete backups run on Fridays. Differential backups are processed Monday through Thursday each week. Backup data is stored on EMC Data Domain disc storage and is replicated to a remote, second data domain appliance nightly.
Disaster Recovery: Sufficient hardware and virtual capacity exists in both locations in order to redeploy stored data and permit continuity of operations in accordance with our disaster Recovery plan.
Data Migration Description: Any migration of files would be performed by Network Administrator staff.
Metadata Description: Critical data elements include: comments, revisions, versions, annotations, properties, author, embedded docs, macros, forms, active x controls, custom XML data, headers, footers, watermarks, hiddentext.
Contact Information
Contact Name: Ceesha Lofton
Job Title: Legal Project Assistant/Records Officer
Address 1: Nashville City Center, Suite 600
Address 2: 511 Union Street
City: Nashville
Zip: 37219
Phone: 615-741-2687
Email: ceesha.lofton@tncourts.gov
Agency: Administrative Office of the Courts
Agency Head: Deborah Taylor Tate
Director: Rachel Harmon
Allotment Code: 30210
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-10-2017 No recommended changes.
Tennessee State Libary and Archives: 08-10-2017 No recommended changes.
Comptroller Audit Review: 2017-08-10 We have reviewed RDA 11235 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-11-2017 Thank you.
RMD Director Recomendations: 08-15-2017 RDA 11235 is a request for a new RDA. The retention period will Permanent and the format will be Electronic. Recommend approval of request to create RDA 11235.
Signed Form Received: 2017-08-14
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11235.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2226 11235 2017-09-07 Approved