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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11314
Database ID: 2422
Record Series Title: Legal Division Education, Training, Conference and Events Files
Record Series Abstract: This record series includes but is not limited to documentation and information on hotels, speakers, handouts, agendas, registration, attendance, evaluation forms, correspondence, Continuing Legal Education (CLE) materials, committee listings, surveys, budget reports, bylaws, minutes, judicial newsletters from projects, conferences, seminars, educational programs, and trainings conducted by the Administrative Office of the Courts Legal Division.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: At the conclusion of the calendar year, files will be maintained by Administrative Office of the Courts Legal staff in paper and electronic format for 5 years. At the end of the 5 year retention period all electronic and paper records will be destroyed by State approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2421
Record Location: Administrative Office of the Courts Nashville City Center, 6th Floor 511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement: Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2008 - Current
Annual Accumulation: 2 Cubic Feet 0.13 Gigabytes
Current Volume: 21 Cubic Feet 2.97 Gigabytes
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 2
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Administrative Office of the Courts Nashville City Center, 6th Floor 511 Union Street, Suite 600 Nashville, TN 37219
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1 years
Agency Retention - Years Inactive: 4 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: S2711 - 2422 - Legal Division Education, Training, Conference and Events Files
IT-ABC Number: N/A
Hardware Description: Virtual Server on HP Appliance / SUSE Linux 11
Software Description: Microsoft Word, Microsoft PowerPoint, Adobe PDF
System Location: AOC Datacenter – 511 Union Street STE 520
Backup Procedures: Employing Veeam Backup and Replication, data is backed up daily, with full backups running Saturday. Incremental backups are processed Sunday through Friday. 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 the 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.Lofton@tncourts.gov
Agency: TN Board of Law Examiners
Agency Head: Deborah Taylor Tate
Director: Rachel Harmon
Allotment Code: 30210
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 11314 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 11314 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper /electronic. Recommend approval of request to create RDA 11314.
Signed Form Received: 2018-10-11
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11314.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2422 11314 2018-10-30 Approved