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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2236
Database ID: 701
Record Series Title: Legal Case Files
Record Series Abstract: Legal case files may include, but are not limited to, memoranda, correspondence, affidavits, consent orders, final orders, notice of hearing and charges, subpoenas, investigative reports, attorney work papers, exhibits, and transcripts. These records include all complaints and corresponding documentation not covered by a separate client program RDA.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The Legal Case File Is Cutoff When The Case Is Closed And The Complaint Has Been Resolved.
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain original in agency for two years then send legal case file to State Approved Records Center for five years, then destroy by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 701
Record Location: Davy Crockett Bldg. 500 James Robertson Pkwy. Nashville, Tn. 37243
File Arrangement: Alpha Numeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1970 to current
Annual Accumulation: 15 cu ft
Current Volume: 125 cu ft
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 3
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 500 James Robertson Parkway, Davy Crockett Tower Nashville, TN 37243 or Richards & Richards
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other:
Agency Retention: Paper records to be maintained in Agency for 2 years.
Agency Retention - Years Active: N/A
Agency Retention - Years Inactive: 2 years
Records Center Retention Period: 5 years
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: N/A
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Erica Smith
Job Title: Records Officer
Address 1: 500 James Robertson Parkway
Address 2: 8th Floor
City: Nashville
Zip: 37243
Phone: 615-253-8397
Email: erica.smith@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Commissioner Julie Mix McPeak
Director: Maliaka Bass, Michael Driver
Allotment Code: 33501, 33510
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes. 8/21/15: Spoke with agency has made changes requested.
Tennessee State Libary and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA 2236 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 12-21-2015 Thank you.
RMD Director Recomendations: 01-19-2016 RDA 2236 is a request to revise an RDA. The title is changing from Closed Case Files to Legal Case files and the cut off is updated from Calendar Year to Case Closed and the Complaint resolved. The retention period is changing from eighteen years down to seven years.The format will remain paper. Recommend approval of request to revise RDA 2236.
Signed Form Received: 2016-01-12
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2236.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
701 2236 2016-02-25 Approved
2275 2236 2017-09-07 Approved