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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11240
Database ID: 2350
Record Series Title: Legal Case Court Filings
Record Series Abstract: These records include those within a legal case file, civil or criminal, that are filed with any state or federal, trial or appellate court, any administrative court, or any other tribunal. These records do not include records that are not filed with any tribunal (records that are not filed with any tribunal are subject to RDA 11273). The records may contain confidential information
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: These records are cut off when a case is dismissed, fully adjudicated and no longer subject to any appeal or they are terminated or otherwise resolved. Legal case files including final orders that provide for active oversight or further activity such as reporting requirements shall not be cut off until such oversight or activity is concluded.
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Records may be maintained in paper or electronic format so long as electronic content has been verified for completeness, accuracy and usability. Records in paper format may be transferred to the State Records Center. Electronic records shall be kept in storage that is maintained or approved by the Attorney General’s Office. Retain five years with in the Attorney General’s Office or in the State Records Center, then transfer to the Tennessee State Library and Archives for permanent retention. Electronic records shall be kept in storage that is maintained or approved by the Attorney General’s Office.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2350
Record Location: Rachel Jackson Building, 320 6th Avenue North, Nashville, TN 37243; UBS Building, 315 Deaderick Street, Nashville, TN 37243; 100 West Martin Luther King Blvd., Suite 810, Chattanooga, TN 37402; 225 Martin Luther King Jr. Drive, Suite 470A, Jackson, TN 38301; First Floor Historic Post Office Bldg., 561 West Main Street, Knoxville, TN 37902; One Commerce Square, 40 South Main Street, Suite 1014, Memphis, TN 38103; Richards & Richards, 1741 Elm Hill Pike, Nashville, TN 37210.
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1980 to current
Annual Accumulation: 95 cu ft. 2.5 gigabyte
Current Volume: 1701 cu ft. 924 gigabyte
Record Value: Fiscal, Historic, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 999
Past Year: 999
2 - 5 Years: 999
Over 5 Years: 999
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Other State and Federal Law Enforcement Agencies
Essential Record: Yes - Original
Essential Record Stored: Rachel Jackson Building 320 6th Avenue North, Nashville, TN 37243; UBS Building, 315 Deaderick Street, Nashville, TN 37243; 100 West Martin Luther King Blvd., Suite 810, Chattanooga, TN 37402; 225 Martin Luther King Jr. Drive, Suite 470A, Jackson, TN 38301; First Floor Historic Post Office Bldg., 561 West Main Street, Knoxville, TN 37902; One Commerce Square, 40 South Main Street, Suite 1014, Memphis, TN 38103; Richards & Richards, 1741 Elm Hill Pike, Nashville, TN 37210.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: Tenn. Code Ann. s 10-7-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: As long as active; records may be maintained in paper or electronic format so long as electronic content has been verified for completeness, accuracy and usability. Records in paper format may be transferred to the State Records Center. Electronic records shall be kept in storage that is maintained or approved by the Attorney General’s Office.
Agency Retention - Years Active: See Above
Agency Retention - Years Inactive: 5 years
Records Center Retention Period: Up to 5 years
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: AG-VNX5200
IT-ABC Number: N/A
Hardware Description: EMC VNX5200 SAN and Cisco UCS servers
Software Description: Files are stored on the VNX5200 SAN/Cisco UCS and are access by users using Microsoft Windows 7 OPS on their Desktops and Laptops
System Location: The Production SAN is located at STS Data Center South
Backup Procedures: Using the EMC Avamar Backup and Recovery & EMC Data Domain Solution for file system backup and recovery
Disaster Recovery: Files are replicated to a second SAN, the EMC VNX5300 at STS Data Center North
Data Migration Description: All data will be migrated or restored using our EMC Avamar solution
Metadata Description: File name, type, date and time
Contact Information
Contact Name: Christine Stoll-Bellavia
Job Title: Records Officer
Address 1: Rachel Jackson Bldg.
Address 2: 320 6th Avenue North
City: Nashville
Zip: 37243
Phone: 6155327403
Email: christine.stoll-bellavia@ag.tn.gov
Agency: Attorney General's Office
Agency Head: Attorney General, Herbert H. Slatery III
Director: Jay Dickerson
Allotment Code: 303.01
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-22-2018 No recommended changes.
Tennessee State Libary and Archives: 04-03-2018 No recommended changes. TSLA strongly prefers to receive these records in electronic form. Additionally, confidential materials should be clearly identified.
Comptroller Audit Review: 2018-03-22 We have reviewed RDA 11240 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-03-2018 We will work with TSLA to provide the records in format that they prefer. In addition, we will discuss with them the best way to designate confidential materials. Thank you.
RMD Director Recomendations: 04-06-2018 RDA 11240 is a request to revise an RDA. The retention period will change from five years and destroy to five years and permanent. The format will be paper/electronic. The files will be transferred to Library & Archives for permanent retention. Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11240.
Signed Form Received: 2018-04-05
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 11240.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2303 11240 2017-09-07 Approved
2350 11240 2018-04-25 Approved