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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11153
Database ID: 1889
Record Series Title: Felony Case Files
Record Series Abstract: Records of district attorney generals criminal investigation. Records include but not limited to; Correspondence, photographs, interviews, law enforcement reports, medical files, collateral documentation received for the investigation, and working papers.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After completion of investigation, case closure, or the conclusion of all court proceedings.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off upon completion of all proceedings or appeals and conclusion of case, maintained for five years, and destroyed at expiration of retention by state approved methods. Files may be retained longer based on the administrative needs of each office. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1874
Record Location: District Attorney Generals offices around the state.
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic/Film
Date Range: 1930 to current
Annual Accumulation: Varies according to office. Each District office shall track annual accumulation.
Current Volume: Varies according to office. Each District office shall document current volume.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Shared with other state and federal law enforcement and judicial organizations.
Essential Record: Yes - Original
Essential Record Stored: Essential record is stored at each district office. Format may be paper, film, or electronic.
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: T.C.A. 10-7-504 (a)(5)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. 10-7-504 (a)(5)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location: Each district shall document the system location and report it to agency records officer.
Backup Procedures: Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: Each district shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually. Each district is to communicate this with central office for reference purposes.
Data Migration Description: Each district shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.Each district is to communicate this with central office for reference purposes.
Metadata Description: File Type: PDF Images Date Created File Size Title
Contact Information
Contact Name: Patricia Ann Mitchell
Job Title: Administrative Assistant
Address 1: 226 Capital Blvd
Address 2: Suite 800
City: Nashville
Zip: 37243
Phone: 615-741-1696
Email: pamitchell@tndagc.org
Agency: TN District Attorney General's Conference
Agency Head: Jerry N Estes
Director:
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-05-2016 No recommended changes.
Tennessee State Libary and Archives: 02-05-2016 No recommended changes.
Comptroller Audit Review: 2016-02-05 We have reviewed RDA 11153 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-10-2016 Thank you
RMD Director Recomendations: 02-10-2016 RDA 11153 is a request to create a new RDA. The retention period will be five years and the format will be paper/electronic/film. Recommend approval of request to create RDA 11153.
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 11153.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1889 11153 2016-02-25 Approved