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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2818
Database ID: 1031
Record Series Title: CAPITAL CLAIMS
Record Series Abstract: THESE PAPER RECORDS INCLUDE BUT ARE NOT LIMITED TO ATTORNEY FEE CLAIMS, EXPERT EXPENSES FEE CLAIMS, CORRESPONDENCE, ORDERS, AND ALL OTHER INFORMATION REGARDING CAPITAL CASES(CASE WHEN DEFENDANT IS SENTENCED TO DEATH). THAT IS RECEIVED BY THE ADMINISTRATIVE OFFICE OF THE COURTS.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: THE CASE FILES ARE TO BE MAINTAINED IN AGENCY FOR FIVE (5) YEARS AFTER THE CASE IS CONCLUDED DUE TO EXECUTION, DEATH, OR ACQUITTAL. THEN RECORDS ARE TRANSFERED TO STATE LIBRARY AND ARCHIVES.
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Case Files are to maintained within the Administrative Office of the Courts for 5 years after the case is concluded due to execution, death, or acquittal. The records are then transferred to Tennessee Library and Archives.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1031
Record Location: 511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1970 - current
Annual Accumulation: 5 cu. ft.
Current Volume: 70 cu. ft.
Record Value: Administrative, Fiscal, Historic, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 70
2 - 5 Years: 10
Over 5 Years: 10
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Original paper documents are stored in file cabinets in the storage area of the Administrative Office of the Courts mail services room and in alphabetized boxes in the Administrative Office of the Courts file storage room.
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years after defendants execution, death, or acquittal
Agency Retention - Years Active: Until defendant is executed, dies, or is aquitted
Agency Retention - Years Inactive: For the 5 years after defendant is executed, dies,
Records Center Retention Period:
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
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: 30210
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-26-2016 No recommended changes.
Tennessee State Libary and Archives: 10-07-2016 No recommended changes.
Comptroller Audit Review: 2016-05-26 We have reviewed RDA 2818 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-10-2016 Thank you.
RMD Director Recomendations: 10-12-2016 RDA 2818 is a request to revise an RDA. The retention shall remain permanent, five years and then transfer to Library & Archives. The format will remain paper. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2818.
Signed Form Received: 2016-10-12
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 2818.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1031 2818 2016-11-03 Approved