Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11234
Database ID: 2261
Record Series Title: Substitute Judge Consent Forms
Record Series Abstract: This records series includes but is not limited to the substitute judge consent forms which all parties involved in the case (absent judge, client or their attorney, substitute judge, and the clerk)the opportunity to give their consent to use the substitute judge and it includes the substitute judge's oath.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 8 Years 0 Months
Retention End Action: Destroy
Disposition Notes: All paper forms will be maintained by the Executive Secretary for 8 years (according to Supreme Court Rule) and then destroyed by State approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2262
Record Location: Nashville City Center, 6th floor in Executive Secretary's Office and in records room.
File Arrangement: Chronological
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1999-present
Annual Accumulation: .25 cubic feet
Current Volume: 2.00 cubic feet
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 3
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Executive Secretary's office and in 6th floor records room at the Administrative Office of the Courts, Nashville City Center, 511 Union Street, Suite 600, Nashville, TN 37219
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 8 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 7 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Supreme Court Rule 11-VII-d-7
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: Ceesha Lofton
Job Title: Legal Project Assistant / 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: Rachel Harmon
Allotment Code: 30201
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-10-2017 No recommended changes.
Tennessee State Libary and Archives: 08-10-2017 No recommended changes.
Comptroller Audit Review: 2017-08-10 We have reviewed RDA 11234 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-11-2017 Thank you.
RMD Director Recomendations: 08-15-2017 RDA 11234 is a request for a new RDA. The retention period will eight years and destroy and the format will be Electronic. Recommend approval of request to create RDA 11234.
Signed Form Received: 2017-08-14
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11234.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2261 11234 2017-09-07 Approved