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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11295
Database ID: 2428
Record Series Title: University Legal Files - Middle Tennessee State
Record Series Abstract: This Record series covers records generated and/or received by the university as a result of litigation where the university is the party. Record series includes but is not limited to memoranda, correspondence, affidavits, consent orders, final orders, notice of hearing and charges, subpoenas, investigative reports, discovery, attorney work papers, exhibits, pleadings, settlement documents, and transcripts.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Record series is cut off after the case has been fully adjudicated and there can be no further claims or appeals.
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be maintained in agency for a period of seven years and then destroyed according to state approved methods. Any records subject to a superseding Confidentiality Agreement and/or a Protective Order shall not be destroyed until the termination of the Confidentiality Agreement and/or Protective Order
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2428
Record Location: Middle Tennessee State University Office of Legal Affairs
File Arrangement: Alpha/Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: Current
Annual Accumulation: 2 cu ft 1gb
Current Volume: 10 cu ft 5gb
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 5
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: fileserver01.fsa.mtsu.edu
IT-ABC Number: N/A
Hardware Description: two Dell PowerEdge R730xd servers
Software Description: Microsoft Hyper-V virtual Windows file server
System Location: on-campus data server
Backup Procedures: EMC Networker to back up the system to disk
Disaster Recovery: We have two physical Dell PowerEdge R730xd servers running Microsoft Hyper-V with replication enabled between two data centers on campus (one server in each data center). In addition, we back up the system to two EMC Data Domain appliances (one appliance in each data center on campus) via EMC Networker.
Data Migration Description: When upgrading to a new system, we use robocopy to migrate the data from the old system to the new system.
Metadata Description: file name, file type, date modified, etc.
Contact Information
Contact Name: Carroll Lewis
Job Title: Director, Business and Financial Compliance/Records Officer
Address 1: 1301 East Main St
Address 2: Cope Administration Bldg Room 103
City: Murfreesboro
Zip: TN
Phone: 8985912
Email: carroll.lewis@mtsu.edu
Agency: Middle Tennessee State University
Agency Head: Heidi Zimmerman - General Counsel
Director: Gene Stephens
Allotment Code: 33260
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-28-2018 No recommended changes.
Tennessee State Libary and Archives: 06-28-2018 No recommended changes.
Comptroller Audit Review: 2018-07-02 We have reviewed RDA ID2428 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-03-2018 No Comments
RMD Director Recomendations: 08-10-2018 RDA 11295 is a request to create a new RDA. The retention period will be seven years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11295.
Signed Form Received: 2018-08-03
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11295.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2428 11295 2018-10-30 Approved