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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11192
Database ID: 2172
Record Series Title: Court Interpreter Credentialing Program Records
Record Series Abstract: This records series contains all electronic and paper court interpreter credentialing records under Supreme Court Rule 42 including but not limited to registration forms, exam fee documentation, testing process correspondence and results, grant documents, and background check information.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: after the interpreter has entered a non-enrollment status in the court interpreter program.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: All paper and electronic records within this series will be kept for 5 years after the interpreter has entered a non-enrollment status in the court interpreter program and then purged and destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2173
Record Location: Nashville City Center, Suite 600 511 Union Street, Nashville, TN 37219
File Arrangement: Alphanumeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2000 - Current
Annual Accumulation: 1 cubic foot 0.6 gigabytes
Current Volume: 8 1/2 cubic feet 10.2 gigabytes
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 11000
2 - 5 Years: 60000
Over 5 Years: 200000
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 credentialed, registered, etc.in such states as Kentucky, Georgia, Arkansas, Mississippi and Alabama.
Essential Record: Yes - Original
Essential Record Stored: Administrative Office of the Courts Nashville City Center, Suite 600 511 Union Street Nashville, TN 37219
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 16-3-813 for Interpreter background checks
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years after non-enrollment status within the court interpreter credentialing program
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 16-3-813
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Interpreters Certification - s2711
IT-ABC Number: n/a
Hardware Description: HP DL380 G8 physical server, RAID 5 disk array
Software Description: Microsoft Access 2002
System Location: Administrative Office of the Courts Nashville City Center, Suite 600 511 Union Street Nashville, TN 37219
Backup Procedures: Full backup Sunday, differential backup on Monday, Tuesday, Wednesday, Thursday and Friday.Backed up to RAID 5 disk storage array, replicated to Nashville Supreme Court building. 2 week retention policy.
Disaster Recovery: Obtain replacement hardware if required, rebuild server, install OS,restore data from local disk backup or replica at Nashville Supreme Court Building.
Data Migration Description: Interpreter Certification data resides in an Access database and will be migrated, as needed, to other environments by copying the .mdb file to the target folder.
Metadata Description: 6 tables, 263 total fields for Interpreter data. Critical data elements include firstname, lastname, certified, language, availability, written_test, written_total_exam, written_tests_date, identification number.
Contact Information
Contact Name: Ceesha Lofton
Job Title: Legal Project Assistant and 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:
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 11192 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 11192 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11192.
Signed Form Received: 2016-10-12
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 11192.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2172 11192 2016-11-03 Approved