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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11315
Database ID: 2375
Record Series Title: Tennessee Lawyers Assistance Program (TLAP) Education, Training, Conference and Events Files
Record Series Abstract: This record series consists of but is not limited to continuing legal education materials, volunteer event materials, presentation materials, handouts and surveys, speaker information, notes, and all documents used to prepare for and that were created during the planning and execution of these events.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Active files will be maintained by staff at the facilities of Tennessee Lawyers Assistance Program (TLAP) in paper and electronic format. Once the files are rendered inactive, they will be retained by TLAP staff for 7 years. At the end of the 7 year retention period, the paper and electronic files will be destroyed by State approve methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2376
Record Location: Tennesseee Lawyers Assistance Program 214 Second Avenue, North, Suite 1 Nashville, TN 37201
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1999 - Current
Annual Accumulation: .15 cubic feet .31 gigabytes
Current Volume: 2.7 cubic feet 5.589 gigabytes
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 120
2 - 5 Years: 240
Over 5 Years: 700
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Event Attendees
Essential Record: Yes - Original
Essential Record Stored: Tennesseee Lawyers Assistance Program 214 Second Avenue, North, Suite 1 Nashville, TN 37201
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: 2
Agency Retention - Years Inactive: 5
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: Rule 33
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IB55S01 - 2375 - Tennessee Lawyers Assistance Program (TLAP) Education, Training, Conference and Events Files
IT-ABC Number: N/A
Hardware Description: Virtual Server on HP Appliance / SUSE Linux 12
Software Description: Microsoft Word, Microsoft PowerPoint, Adobe PDF
System Location: Nashville Supreme Court Data Center
Backup Procedures: Employing Veeam Backup and Replication, data is backed up daily, with full backups running Friday. Incremental backups are processed Monday through Thursday. Data is stored on an EMC Data Domain storage appliance and replicated to a remote EMC Data Domain storage appliance nightly.
Disaster Recovery: Sufficient hardware and virtual capacity exists in both locations in order to redeploy stored data and permit continuity of operations in accordance with our disaster recovery plan.
Data Migration Description: Any migration of files would be performed by Network Administrator staff.
Metadata Description: Possible metadata could include: comments, revisions, versions, annotations, properties, author, embedded docs, macros, forms, active x controls, custom XML data, headers, footers, watermarks, hiddentext.
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.Lofotn@tncourts.gov
Agency: Administrative Office of the Courts
Agency Head: Deborah Taylor Tate
Director: Ted Rice
Allotment Code: 30201
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 11315 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-05-2018 Thank you.
RMD Director Recomendations: 10-11-2018 RDA 11315 is a request to create an RDA. The retention period will be seven years and destroy. The format will be paper /electronic. Recommend approval of request to create RDA 11315.
Signed Form Received: 2018-10-11
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11315.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2375 11315 2018-10-30 Approved