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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2261
Database ID: 2319
Record Series Title: CRIMINAL CASE FILES
Record Series Abstract: FILES CONTAIN RECORDS RELATING TO CRIMINAL VIOLATIONS SUCH AS: CASE TIME AND EXPENSE LOG, INVENTORY RECORDS OF SEIZED VESSEL OR VEHICLE, INVENTORY OF SEARCH, EVIDENCE DISP. REPORT,REPORT OF ASSET SEIZURE.BUT NOT LIMITED TO THESE RECORDS.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At Case closure.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: FILES ARE GENERATED AND MAINTAINED IN PAPER AND ELECTRONIC. THE FILES ARE CUT OFF AT THE END OF CASE CLOSURE, THEN MAINTAINED IN AGENCY FIVE (5) YEARS, THEN DESTROYED. Files are generated in both paper and electronic format. The records will be maintained in agency for 5 years once closed. Paper will be converted into electronic format. Paper will be destroyed after verification of electronic documents is completed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2320
Record Location: 500 James Robertson Pkwy, 3rd Floor Nashville TN 37243-Paper/ Electronic stored-STS Data Center North and South
File Arrangement: Numeric by year
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2012 - current
Annual Accumulation: 2 cubic feet-paper, electronic 1-Gigabytes
Current Volume: 14 cubic feet-paper, 5 gigabytes electronic
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 2
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Until case closure, retained five years after closure, then destroyed
Agency Retention - Years Active: Until case closure
Agency Retention - Years Inactive: 5 years
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 10-7-504
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Law Enforcement Case Number Database
IT-ABC Number: N/A
Hardware Description: Windows Servers Virtual Machines (VM)
Software Description: Microsoft Windows Server 2012r2
System Location: STS Data Center North and South
Backup Procedures: Server and File Level Backups STS performs two levels of backups for Server and File Backups. • File level backup, of individual files and folders o It is performed on the server Monday through Friday. • Image level backup, of an entire server o It is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years. SQL Server Database Backups • SQL Server Databases are replicated between South Data Center and the North Data Center for data integrity, consistency and recovery, and then backups are performed as followed: • File level backup, of individual files and folders o It is performed on the server Monday through Friday. • Image level backup, of an entire server o It is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years
Disaster Recovery: STS conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR’s North Data Center for both operations and data. If both OIR’s South Data Center and OIR’s North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated
Data Migration Description: Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Records Officer and the IT Director. The IT Director will provide information and guidance to the Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The IT Director will advise and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support.
Metadata Description: Case Number; Case Type; Date Opened; Name, Business, Person; Agent Assigned Case; Citation Codes; Case Status; Manager Name;
Contact Information
Contact Name: Lisa Whittaker
Job Title: Procurement Officer II
Address 1: 500 James Robertson Pkwy, 3rd Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-7556
Email: lisa.whittaker@tn.gov
Agency: Alcoholic Beverage Commission
Agency Head: Clay Byrd
Director: Clay Byrd
Allotment Code: 31603
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 08-23-2017 No recommended changes.
Tennessee State Libary and Archives: 08-23-2017 No recommended changes.
Comptroller Audit Review: 2017-08-28 We have reviewed RDA 2261 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-26-2017 We concur.
RMD Director Recomendations: 02-13-2018 RDA 2261 is a request to revise an RDA. The retention period will change from ten years and destroy to five years and destroy. The format will change from paper to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2261.
Signed Form Received: 2017-09-26
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 2261.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
722 2261 2017-09-07 Pending
2319 2261 2018-04-25 Approved