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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11231
Database ID: 2306
Record Series Title: Capital Case Attorney Registration Files
Record Series Abstract: This electronic and paper record series includes but is not limited to Supreme Court initial questionnaire and renewal forms and corresponding documents (letters, emails, etc.) that have been submitted by attorneys seeking to become registered with the Court as one that is qualified to receive capital case appointments. This record series also includes the electronic lists that are created using the information from the registration forms which are posted to the Administrative Office of the Court's website for reference and consideration.
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: All paper documents will be reformatted as electronic files. All copies will be destroyed by state approved methods. The electronic files will be retained by the Communications Division permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2307
Record Location: Nashville City Center, Suite 600 511 Union Street
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Electronic: Text
Date Range: 2008 - Present
Annual Accumulation: .25 Cubic Feet 0.0003 Gigabytes
Current Volume: 1 Cubic Foot 0.35583 Gigabytes
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 5
2 - 5 Years: 5
Over 5 Years: 2
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
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:
Media Recommendation Other:
Agency Retention: Permanent
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 Attorney Registration Files
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 32719
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.Lofotn@tncourts.gov
Agency: Administrative Office of the Courts
Agency Head: Deborah Taylor Tate
Director: Rachel Harmon
Allotment Code: 30201
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 11231 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 11231 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 11231.
Signed Form Received: 2017-08-14
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11231.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2306 11231 2017-09-07 Approved