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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11156
Database ID: 1929
Record Series Title: Inspectional Services Bureau Case Files (Result: Unfounded or Exonerated)
Record Series Abstract: This record series contains, but not limited to: evidence accumulated and narrative produced during investigations for claims that have been officially categorized as Unfounded or Exonerated, No Action, Within Policy and Undetermined. The record series includes: Administrative Investigations (AD); Citizen Complaints (CC); Information Only Investigations/Reviews (IO); Department Pursuits (DP); Departmental Crashes (DC); Firearms Discharge (FD); Use of Force (UF); Compliments.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After Investigations or Employees are declared unfounded or exonerated.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency 5 years after cut off. Records will be kept in paper format for one (1) year and scanned into electronic format, once verified for completeness and accuracy paper version will be destroyed and electronic format will be retained for four (4) years. After retention end, records will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1905
Record Location: William R. Snodgrass Building; 25th Floor, TN Department of Safety offices
File Arrangement: Numeric & Other (Division/District)
Media Format Generated: Paper
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: 1929 - current
Annual Accumulation: 41 cu. ft. and 102.14 GB
Current Volume: 161 cu. ft. and 315.8 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 40
Past Year: 20
2 - 5 Years: 6
Over 5 Years: 6
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: William R. Snodgrass Building; 25th Floor, TN Department of Safety offices
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: NA
Final Disposition after Retention Expires: Destroy
Legal Citation: General Order 216-1 and 216-2
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: DI0319WM017036.net.ads.state.tn.us
IT-ABC Number:
Hardware Description: HP, Intel Core, Desktop Computer
Software Description: Windows 7 Professional
System Location: TN Tower, 312 Rosa Parks, 25th Floor, Nashville, TN 37243; F&A / STS, North and South Data Center
Backup Procedures: F&A / STS, North and South Data Center conducts backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. Full procedures are available with STS.
Disaster Recovery: Tennessee Department of Safety & Homeland Security Information Technology Continuity of Operations Plan, December 2015. The data is backed up nightly to an offsite location where it can be restored or accessed in the event the primary data store is destroyed or becomes otherwise unavailable.
Data Migration Description: Backed up to the F&A / STS, North and South Data Centers. STS maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with STS.
Metadata Description: Case files are being kept, Administrative files, Citizen Complaints, etc.. File names are kept as the case number on T drive under CIT folder.
Contact Information
Contact Name: Jill Kellogg
Job Title: Forms and Publications Manager; Records Officer for the TN Department of Safety
Address 1: 1150 Foster Ave
Address 2:
City: Nashville
Zip: 37243
Phone: 615-743-4964
Email: Jill.Kellogg@tn.gov
Agency: Dept. of Safety
Agency Head: Bill Gibbons
Director: Bill Gibbons
Allotment Code: 34901
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-12-2016 No recommended changes.
Tennessee State Libary and Archives: 05-18-2016 No recommended changes.
Comptroller Audit Review: 2016-05-16 We have reviewed RDA 11156 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-18-2016 Thank you.
RMD Director Recomendations: 05-19-2016 RDA 11156 is a request for a new RDA. The retention period will be five years and destroy. The format will be generated as paper and then converted and stored electronically. Recommend approval of request to create RDA 11156.
Signed Form Received: 2016-05-19
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 11156
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1929 11156 2016-06-22 Approved
2584 11156 2019-11-12 Approved