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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11186
Database ID: 2175
Record Series Title: Charitable Solicitations and Gaming Investigation Records
Record Series Abstract: Records include but not limited to: Documentation may include complaints, notarized statements from claimants, notarized statements, correspondence, investigation reports, request for information letter, certified letters, penalty orders, initial orders, final orders, first past due notices, second past due notices, letter to the Attorney General's office for collections or bankruptcy, receipt of payment letters, and/or closing reports.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at end of investigation and administrative process relating to investigation, unless there is pending litigation - then, if pending litigation, cut off is at end of litigation.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated and maintained in paper format. After the cut off records will be maintained in agency for 3 years and then transferred to the state records center for 7 years. After retention, records will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2176
Record Location: 312 Rosa L. Parks Ave. Nashville, TN 37243
File Arrangement: Chronological
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2000 to Current
Annual Accumulation: 10 cubic feet
Current Volume: 65 cubic feet
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 160
2 - 5 Years: 100
Over 5 Years: 0
Data Update Frequency:
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 48-101-514 (a)(1)
Media Recommendation:
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 3 years
Records Center Retention Period: 7 years
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 48-101-514 (a)(1)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Tabatha Blackwell
Job Title: Assistant Director/Legal Counsel
Address 1: 312 Rosa L. Parks Ave.
Address 2: 8th floor
City: Nashville
Zip: 37243
Phone: 615-253-4573
Email: Tabatha.Blackwell@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director:
Allotment Code: 305.01
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 11186 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-10-2016 Thank you.
RMD Director Recomendations: 10-18-2016 RDA 11186 is a request for a new RDA. The retention period will be ten years and destroy. The format will be paper. recommend approval of request to create RDA 11186.
Signed Form Received: 2016-10-18
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 11186.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2175 11186 2016-11-03 Approved