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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2814
Database ID: 1027
Record Series Title: JUDICIAL DESIGNATIONS
Record Series Abstract: COPIES OF JUDICIAL DESIGNATION ORDERS, SUPPORT DOCUMENTATION, AND CORRESPONDENCE. The designation process is necessary when a judge has a conflict with hearing a case and needs the case to be assigned to another judge. These requests come to the AOC by email, by mail (which may include a letter and a copy of a pleading or a recusal request - both of which have already been filed with the court),or by a telephone call (the highlights of the conversation may be noted by our executive assistant). The judicial designation record series would include but not be limited to the correspondence, copies of pleadings and/or recusal orders sent with the initial request(s), and notes from various conversations regarding the designation request. Once the request is received, a designation order is prepared using the information received from the request.
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: The final drafts of the designation orders shall be kept electronically in an access database for 5 years after the order has been filed with the court. The paper documents are kept in a file storage area in the office of the Executive Secretary for 5 years from the date that the corresponding designation order is filed with the court and then destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1027
Record Location: Nashville City Center 6th Floor Records Rm
File Arrangement: Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: June 2006 - current
Annual Accumulation: 1 cu ft./.25 MB
Current Volume: 10 cu. ft./2.5 MB
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 15
Past Year: 1
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: Originals are filed w/clerk of designated court.
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 4 years
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Judge Designations
IT-ABC Number:
Hardware Description: HP Standalone - Windows 2008 server
Software Description: Microsoft Access
System Location: AOC Data Center
Backup Procedures: Employing Veritas Netbackup data is backed up on the following schedule: complete backups occur on Fridays, differential backups are run Monday through Thursday, each week. Back up data is stored on EMC Data Domain disc storage. Data is replicated to remote second Data Domain 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: AOC DBA Staff would make a copy of the Judge Designation database and put it in the desired new location.
Metadata Description: 112 total fields for Judge Designation data. Critical data elements include TYPEJUDGE, LASTNAME, FIRSTNAME, SUFFIX, BADGENAME, ADDRESS, ADDRESS2, CITY, ST, ZIP, POBOX_ZIP, OFFPHONE, EXT, OFFPHONE2, FAX, FAX2, EMAIL, EMAIL2, COUNTY, JUDDIST, CRIM_JUR, CIVIL_JUR, GSCRIM_JUR, GSCIVIL_JUR, DOM_JUR, JUV_JUR, PROB_JUR, MUN_JUR, CHANCERY_JUR, OTHER_JUR, PART/DIVISION, POP_CLASS, PRESIDING, PARTTIME, FULLTIME, FORMER_JUDGE, FORMER_DATE, RETIRED, RETIRE_DATE, ACTIVE_RETIRED, FEMALE, MEMBER, CURR_APPT/ELECTD, ASSISTNT, LAWCLERK, LAWCLERK2, SPOUSE, SPOUSEFIRST, SPOUSELAST, HMADDRESS, HMCITY, HMST, HMZIP, HMPHONE, HMPHONE2, DO_NOT_PUBLISH, HMCOUNTY, HMEMAIL, SOCSEC, DOB, MUN_CITY, COMMUNICATION, QUERY, COURT, LASTUPDATED, LASTUSER, APPT/ELECT_HISTORY, NOTES
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: 30201
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-26-2016 No recommended changes.
Tennessee State Libary and Archives: 05-27-2016 No recommended changes.
Comptroller Audit Review: 2016-05-31 We have reviewed RDA 2814 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-27-2016 Thank you.
RMD Director Recomendations: 06-01-2016 RDA 2814 is a request to revise an RDA. The retention will remain five years and destroy. The format will change to paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2814.
Signed Form Received: 2016-06-01
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 2814
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1027 2814 2016-06-22 Approved