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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11316
Database ID: 2450
Record Series Title: Tennessee Board of Law Examiners (BLE) Exam Arrangement Files
Record Series Abstract: This record series includes but is not limited to Exam location information, seating charts, wrist bands or badges, registration lists, accommodations lists, applicants and ID numbers, MPRE and exam score information including raw and scaled score calculations.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Arrangements for an exam period closes the week after grade release. This generally happens annually on the first Friday of April after the Winter Exam and the first Friday of October for the Summer Exam.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Active files will be maintained by the Tennessee Board of Law Examiners (BLE) staff in paper and electronic format. Once the file is rendered inactive, the files will be kept for 5 years by the Tennessee Board of Law Examiners (BLE). At the end of the 5 years, 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. At the end of the 10 year retention period, the electronic files will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2454
Record Location: 511 Union Street, Suite 525, Nashville, TN 37219
File Arrangement: Numeric by Exam date
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: February 2006 - Current
Annual Accumulation: 950 Megabytes .25 cubic feet
Current Volume: 6 Gigabytes 1.5 Cubic Feet
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 75
Past Year: 50
2 - 5 Years: 2
Over 5 Years: 1
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Licensing, disciplinary or law enforcement agencies of any jurisdiction, the Tennessee Lawyer Assistance Program, the Board of Professional Responsibility, and to the National Conference of Bar Examiners.
Essential Record: Yes - Original
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: Tenn. Sup. Ct. R. 7, Section 12.11
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 5
Agency Retention - Years Inactive: 5
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: Ib35s01 - 2450 - Tennessee Board of Law Examiners Exam Arrangement Files
IT-ABC Number: N/A
Hardware Description: Virtual Server on HP Appliance / SUSE Linux 11
Software Description: Microsoft Word, Microsoft Excel, 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 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: 6157412687
Email: ceesha.lofton@tncourts.gov
Agency: Administrative Office of the Courts
Agency Head: Deborah Taylor Tate
Director: Lisa Perlen
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 11316 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 11316 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 11316.
Signed Form Received: 2018-10-11
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11316.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2450 11316 2018-10-30 Approved