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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11351
Database ID: 2424
Record Series Title: Tennessee Judicial Conference (TJC) Business and Operational Files
Record Series Abstract: This records series includes but is not limited to Executive Committee agendas/minutes, roll call documents, memorial resolutions, treasury reports, conference committee lists and sign-up sheets, reports, bylaws, and committee reports.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Files will be maintained by the Administrative Office of the Courts Executive Division staff in paper and electronic format. All paper documents will be scanned and saved to electronic format. Once documents have been scanned, verified and approved, the paper copies will be destroyed by State approved methods. All documents within this record series that have been maintained from previous years will be scanned, verified and approved and the paper copies will be destroyed by State approved methods. All electronic documents will be kept permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2423
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: 1950 - Current
Annual Accumulation: .25 cubic feet 1.5 gigabytes
Current Volume: 5 cubic feet 28 gigabytes
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 5
2 - 5 Years: 5
Over 5 Years: 1
Data Update Frequency: Daily
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: Yes
Confidential Legal Citation: TN Supreme Court Rule 34(C)(v)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Permanently
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: AOC-Mayan - AOC TJC Business and Operational Files
IT-ABC Number: N/A
Hardware Description: Virtual Server on HP Appliance / Ubuntu Server 18
Software Description: Mayan EDMS
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: Data can be migrated between PostgreSQL databases.
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): 04-24-2019 No recommended changes.
Tennessee State Libary and Archives: 04-25-2019 No recommended changes.
Comptroller Audit Review: 2019-04-25 We have reviewed RDA 11351 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-25-2019 Thank you.
RMD Director Recomendations: 05-03-2019 RDA 11351 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11351.
Signed Form Received: 2019-05-03
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11351
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2424 11351 2019-05-22 Approved