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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11233
Database ID: 2283
Record Series Title: Americans with Disabilities Act (ADA), Inmate and Sovereign Citizen Correspondence
Record Series Abstract: This record series includes but is not limited to all Americans with Disability Act ADA requests for information, inmate inquiries, sovereign citizens correspondence, miscellaneous inquiries and requests, and any additional corresponding documents in this regard that are either attached or in response to correspondence that is sent to the Administrative Office of the Courts via postal delivery or by email.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper documents will be reformatted into electronic files, verified and approved. Thereafter, all paper will be destroyed by state approved methods. The electronic files will be retained by the Legal Division of the Administrative Office of the Courts for a period of 5 years and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2284
Record Location: 511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement: Alphanumeric
Media Format Generated: Both
Media Format Stored: Electronic: Text
Date Range: 2011 - Present
Annual Accumulation: 0.042 gigabytes
Current Volume: 4 cubic feet 0.48954 gigabytes
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored: Administrative Office of the Courts Nashville City Center, Suite 600 511 Union Street Nashville, TN 37219
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ADA Inmate and Sovereign Citizen Correspondence
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 11233 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 11233 is a request for a new RDA. The retention period will five years and destroy and the format will be Electronic. Recommend approval of request to create RDA 11233.
Signed Form Received: 2017-08-14
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11233.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2283 11233 2017-09-07 Approved