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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2820
Database ID: 1033
Record Series Title: Alternative Dispute Resolution (ADR) Program Records
Record Series Abstract: This record series consists of all documentation related to Rule 31 Mediator listings which includes but is not limited to listing applications, approval/denial/deferral correspondence, listing renewal forms, continuing mediation education related documents, and any and all other correspondence related to mediator listings
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: after mediator has lapsed into inactive status or after death
Total Retention: 15 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files will be maintained in electronic and paper form in agency in the Court Services Division for 15 years after the mediator has lapsed into an inactive status or after the death of the mediator and then purged and destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1033
Record Location: 511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement: Alphabetical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1996 - current
Annual Accumulation: 5 - 10 cu. ft. 7-8 gigabytes
Current Volume: 148 cu. ft. 70 gigabytes
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 300
Past Year: 3600
2 - 5 Years: 15000
Over 5 Years: 15000
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Any agencies needing information about current professional standing of those that are listed. State examples are Kentucky, Georgia, Arkansas, Mississippi and Alabama.
Essential Record: Yes - Original
Essential Record Stored: Administrative Office of the Courts, 511 Union Street, Suite 600, Nashville, TN 37219
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: Supreme Court Rule 31, Section 11-Grievances
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 15 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Supreme Court Rule 31
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ADR - IB27S26
IT-ABC Number: n/a
Hardware Description: HP DL380 G8 physical server, RAID 5 disk array
Software Description: Windows Server 2008 R2, Oracle 11g
System Location: Administrative Office of the Courts Nashville City Center, Suite 600 511 Union Street Nashville, TN 37219
Backup Procedures: Weekday backups. Full backup Tuesday, differential backup Monday, Wednesday, Thursday and Friday. Backed up to raid 5 disk storage array, 2 week retention policy.
Disaster Recovery: Obtain replacement hardware if required, rebuild server and OS, restore data from local disk backup.
Data Migration Description: ADR data resides in an Oracle database and will be migrated, as needed, to other environments by the AOC DBA staff using a Data Pump Export and Import.
Metadata Description: 2 tables, 93 total fields for ADR Mediations data. Critical data elements include report_id, court_order, county, court_type, total_hours_med, date_submitted, dispute_type, med_fees.
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: Mary Rose Zingale
Allotment Code: 30220
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-06-2016 No recommended changes
Tennessee State Libary and Archives: 10-07-2016 No recommended changes.
Comptroller Audit Review: 2016-10-07 We have reviewed RDA 2820 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 2820 is a request to revise an RDA. The retention shall change from zero years to fifteen years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2820.
Signed Form Received: 2016-10-12
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 2820.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1033 2820 2016-11-03 Approved
2560 2820 2019-11-12 Approved