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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11276
Database ID: 2385
Record Series Title: Tennessee Board of Professional Responsibility (BPR) Tennessee Lawyers' Fund for Client Protection (TLFCP) Files
Record Series Abstract: Files pertaining to claims made to the Tennessee Lawyers' Fund for Client Protection for losses caused by dishonest conduct by attorneys. Records include, but are not limited to, all claims, correspondence, reports, evidence, and other items under review by the Tennessee Lawyers' Fund for Client Protection. Items contained in the file are confidential except where made public pursuant to Tennessee Supreme Court Rule 25, Section 17.01.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Until Tennessee Lawyers' Fund for Client Protection's decision on the claim.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Active files will be maintained by staff in paper and electronic format until the conclusion of the claim. Upon the conclusion, all original paper documents will be reformatted as electronic files, verified and approved. Thereafter, all copied paper originals will be destroyed by state approved methods. The electronic files will be retrained by the Board of Professional Responsibility for Tennessee Lawyers' Fund for Client Protection for 10 years and will then be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2385
Record Location: Tennessee Board of Professional Responsibility 10 Cadillac Drive, Suite 220 Brentwood, TN 37027
File Arrangement: alpha-numeric
Media Format Generated: Both
Media Format Stored: Electronic: Raster Image
Date Range: 2013 - Current
Annual Accumulation: Unknown (This is the first year that BPR is handling these files) 0.2 cubic feet
Current Volume: Less than 1 gigabyte 2 cubic feet
Record Value: Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 4
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Tennessee Board of Professional Responsibility 10 Cadillac Drive, Suite 220 Brentwood, TN 37027
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: Tennessee Supreme Court Rule 25, Section 17
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 Years
Agency Retention - Years Active: 10
Agency Retention - Years Inactive: 10
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: Tennessee Supreme Court Rule 25, Section 17
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TCCY Ombudsman Program
IT-ABC Number:
Hardware Description: Cloud based services provided by STS from Microsoft Government Sector as part of contract.
Software Description: Microsoft SharePoint cloud hosted application
System Location: Microsoft Government Cloud
Backup Procedures: Vendor backup procedures guarantees on file as part of contract.
Disaster Recovery: Vendor disaster recovery guarantees on file as part of contract.
Data Migration Description: Procedures outlined in contract for updating software or for end of contract migration to new vendor.
Metadata Description: Case Number, First Name, Last Name, Contact, City, Date
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: Sandy Garrett
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-29-2018 No recommended changes.
Tennessee State Libary and Archives: 03-29-2018 No recommended changes.
Comptroller Audit Review: 2018-03-29 We have reviewed RDA ID2385 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-03-2018 Thank you.
RMD Director Recomendations: 04-06-2018 RDA 11276 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11276.
Signed Form Received: 2018-04-05
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 11276.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2385 11276 2018-04-25 Approved