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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11252
Database ID: 2286
Record Series Title: Litigation Case Files
Record Series Abstract: Litigation case files pertain to matters in which the Department is a party or has an interest, including, but not limited to, court cases, receiverships, subpoena files, and other litigation case files not covered under RDA 2479 for enforcement action files or some other separate RDA. These litigation case files may consist of the following: pleadings, discovery, transcripts, correspondence, memoranda, legal research, and any other documents included in the case file.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off is when the Case is closed, fully adjudicated, no longer subject to any further appeals, or otherwise resolved.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Litigation case files are to be cut off at the end of the calendar year in which they are closed; then maintained in agency for 2 years; then transferred to state records center and held for 8 years; then destroyed. Any paper migrated to electronic will be verified upon verification, paper may then be destroyed, and the electronic record will be maintained in agency for the full 10 years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2287
Record Location: 312 Rosa L. Parks Avenue, TN Tower 26th Floor, Nashville, TN 37243
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2006-Current
Annual Accumulation: 4 cubic feet, 1 GB
Current Volume: 30 cubic feet, 1 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 4
Past Year: 20
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 45-1-120(a); 45-7-216: 45-2-1603
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 2 years
Agency Retention - Years Active: 2
Agency Retention - Years Inactive: 0
Records Center Retention Period: 8 years
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 45-1-120(a); 45-7-216: 45-2-1603
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: AG0319006WF503
IT-ABC Number:
Hardware Description: Vmware, OIR Data Center File Server
Software Description: Adobe PDF
System Location: OIR Data Center North
Backup Procedures: Daily by OIR following OIR established policy and procedures
Disaster Recovery: OIR network recovery following OIR established policy and procedures
Data Migration Description: Migrate to Vmware or ECM
Metadata Description: Name, Date
Contact Information
Contact Name: Christy Adams
Job Title: Administrative Services Manager
Address 1: 312 Rosa L. Parks Avenue
Address 2: TN Tower 26th Floor
City: Nashville
Zip: 37243
Phone: 615-532-1023
Email: christy.beadle.adams@tn.gov
Agency: Dept. of Financial Institutions
Agency Head: Greg Gonzalez, Commissioner
Director: Tina Miller, Deputy Commissioner
Allotment Code: 33600
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: 2017-08-15 We have reviewed RDA 11252 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-17-2017 Agency concurs with RMD, TSLA and State Audit
RMD Director Recomendations: 08-18-2017 RDA 11252 is a request to create and RDA. The retention period will be ten years and destroy. the format will be paper/electronic. Recommend approval of request to create RDA 11252.
Signed Form Received: 2017-08-17
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11252.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2286 11252 2017-09-07 Approved