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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11052
Database ID: 1927
Record Series Title: Legal and Criminal Divisions: Criminal and Civil Recipient Case Files
Record Series Abstract: Records may include but are not limited to court documents, research materials, personnel records of employers, affidavits of custodians of records, witness statements, affidavits of witnesses, investigative reports ACCENT screens, Interchange screens, attorney & legal assistant's notes, records of medical claims, tax records, financial records, recordings of witness and/or suspect interviews, and correspondence.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Case is closed
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: These records are kept 5 years in the event that a new complaint is received on the same subject during that time period. Records in paper format are kept in agency for 5 years. They may be sent to state records center for storage. Electronic records are stored on servers in agency for the 5 year retention period. Electronic images converted from paper will be verified for accuracy before paper copy is destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1903
Record Location: 615 Mainstream Drive, 1st floor Nashville TN
File Arrangement: Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2007 to present
Annual Accumulation:
Current Volume:
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 1
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA: 71-5-2601 and 40-30-102
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 5
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA: 71-5-2601 and 40-30-102
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: File Server -- ag0319006wf538
IT-ABC Number:
Hardware Description: VMWare server
Software Description: Microsoft Server 2003 R2
System Location: Data Center South, Smyrna
Backup Procedures: daily incremental backups monthly full backup backups moved offsite biweekly
Disaster Recovery: Restore from backup
Data Migration Description: Physical records are scanned to pdf and stored on the agency file server.
Metadata Description: Files are stored in a directory structure (year-->month_closed-->subjectname_casenumber) and named in a like manner (yearMonthClosedSubjectNameCaseNumber.pdf). Properties of the file (name,date created, date modified, owner, computer created on) are also available metadata.
Contact Information
Contact Name: Billie Lowe
Job Title: Records Coordinator
Address 1: 615 Mainstream Drive
Address 2: 1st Floor
City: Nashville
Zip: 37243
Phone: 615-687-7205
Email: billie.lowe@tn.gov
Agency: Dept. of Finance and Administration
Agency Head: Larry B. Martin
Director: Deborah Faulkner
Allotment Code: 317.12
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-01-2014 Please provide Annual Accumulation and Current Volume. Please upload record sample and legal citation.
Tennessee State Libary and Archives: 05-12-2014 TSLA concurs with RMD comments.
Comptroller Audit Review: 2014-06-03 We have reviewed RDA 11052 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 07-14-2014 Agency concurs with RMD Comments
RMD Director Recomendations: 08-12-2014 RDA 11052 is a request for a new RDA. The new RDA will have a retention of five years and a format of paper/electronic. The legal citation has been uploaded. A sample was not uploaded due to the confidential nature of the material. I spoke with the agency and they are not sure of the exact volume at this time, as this is a new RDA. They will provide the information to records management as they are able to determine it so the worksheet may be updated. Recommend approval of RDA 11052 with the change of retention to five years.
Signed Form Received: 2014-07-31
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 11052 with the change of retention to five years.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1927 11052 2014-09-10 Approved with Changes