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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11102
Database ID: 2009
Record Series Title: Confidential Client Files
Record Series Abstract: Confidential case files: transcripts, pleadings, correspondences, attorney work product (i.e. investigative memos,digest of records, notes, legal research, etc...), and client and witness medical, psychological, criminal records collected for the purpose of litigation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At close of case in State Court.
Total Retention: 100 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be cut off at the close of the case in State Court. After the close of the case, the agency will continue to maintain the paper records in agency for 1 year, to enable scanning and ensure records are properly stored in electronic files. Paper records will then be sent to the state records center to be stored for the remaining 99 years, and then destroyed by state approved methods. Electronic records will be maintained in agency for 100 years after cut off, and then destroyed by state approved methods. Both paper and electronic records will be maintained for the full retention period, due to the essential nature of these records.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2009
Record Location: 530 Church Street, Ste 600 Nashville, TN 37214
File Arrangement: alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1994-current
Annual Accumulation: ~ 50 cu. ft and 5 GB
Current Volume: ~ 506 cu. ft and 500 GB
Record Value: Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 1
2 - 5 Years: 3
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Tennessee Federal Public Defenders and court appointed pro bono counsel for defendants in federal and collateral matters.
Essential Record: Yes - Original
Essential Record Stored: The original is stored in the agency. Electronic copies are made and stored on the agency network.
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: TCA: 23-3-105, 24-1-209; and Tennessee Supreme Court Rule 1.6
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 1
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 0
Records Center Retention Period: 99
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Agency Document Server
IT-ABC Number:
Hardware Description: standard server array
Software Description: Documents are stored in standard adobe, office suite, image, audio, and video formats on agency's document server
System Location: system is located in the agency office
Backup Procedures: files are backed up incrementally daily and full back up month. Full procedures are on file with the Post-Conviction Defenders Network Administrator.
Disaster Recovery: From back up. Full procedures are on file with the Post-Conviction Defenders Network Administrator.
Data Migration Description: Detailed migration plans are on file with the Post-Conviction Defenders Network Administrator.
Metadata Description: client code, document type, file name, author, date created, date modified
Contact Information
Contact Name: Traci Pointer
Job Title: Administrative Assistant
Address 1: 404 James Robertson Pkwy
Address 2: Suite 1100
City: Nashville
Zip: 37219
Phone: 741-9331
Email: pointert@tnpcdo.net
Agency: TN Office of the Post-Conviction Defenders
Agency Head: Justyna G. Scalpone
Director: Deborah Drew
Allotment Code: 308.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-03-2015 No recommended changes
Tennessee State Libary and Archives: 03-06-2015 We concur with retention and disposition; no recommended changes.
Comptroller Audit Review: 2015-03-03 We have reviewed RDA 11102 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-06-2015 We concur with the comments.
RMD Director Recomendations: 03-09-2015 RDA 11102 is a request for a new RDA. The retention period will be one hundred years and then destroy. The format will be paper/electronic. Recommend approval of RDA 11102.
Signed Form Received: 2015-03-09
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2009 11102 2015-03-30 Approved
2561 11102 0000-00-00 Pending