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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11355
Database ID: 2508
Record Series Title: Tennessee Commission on Continuing Legal Education (CLE) Training Program Files
Record Series Abstract: The records series includes but is not limited to records of the CLE Mentoring Initiative and records of the work product from the Bridge the Gap Task Force. Mentoring records include applications for certification, background checks, certification, disciplinary background checks, petitions and orders from the Supreme Court, certificates, training materials, attendance verification, certifications of completion of mentoring relationships, records of CLE credit awarded, and applications and rosters of organizations approved as certified mentoring organizations. The mentoring records in this series are no longer active and the Bridge the Gap records are active.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Mentoring records are in paper and electronic format and Bridge the Gap Records are primarily in electronic format. Inactive files will be reformatted as electronic files, verified and approved. Active files will be maintained by the staff of the Commission on Continuing Legal Education (CLE) in paper and electronic format until 5 years after the conclusion of the program. At the end of the 5 year retention period, all original paper documents will be reformatted as electronic files, verified and approved. Thereafter, all copied originals will be destroyed by State approved methods. The electronic files will be retained by the Commission on Continuing Legal Education (CLE) permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2707
Record Location: 1321 Murfreesboro Road, Nashville, TN 27217, Suite 810.
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: Mentoring Program - 2013-2017 Bridge the Gap Program - August 2017 - Current
Annual Accumulation: Mentoring Program - None Bridge the Gap - 1 cubic feet
Current Volume: Mentoring Program - 11 cubic feet Bridge the Gap - 5 cubic feet
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 4
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 1321 Murfreesboro Pike, Suite 810, Nashville, TN 37217
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: Supreme Court Rule 21 Section 1.10, Section 6.04 and Section 8.02
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: Permanent
Agency Retention - Years Inactive: Permanent
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: TCCLE-FP01 & TCCLE-DB01
IT-ABC Number: N/A
Hardware Description: Virtual Server on Dell R640 / Veeam Backup Dell R540
Software Description: Microsoft Word, Microsoft PowerPoint, Adobe PDF
System Location: 1321 Murfreesboro Pike, Suite 810, Nashville, TN 37217 / CSpire Business, 201 Summit Parkway, Birmingham, AL 35209
Backup Procedures: Veeam backup and replication with nightly incremental backups, and weekly full backups (Saturday). Backups are replicated to CSpire's Birmingham datacenter for offsite backups.
Disaster Recovery: Hardware would be replaced on site and if usable on site backups would be leveraged to restore from. If not, offsite backups would be used to restore data.
Data Migration Description: File migration would be performed by the system admin team at CSpire Business.
Metadata Description: Metadata could include comments, revision, 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: Judy McKissack
Allotment Code:
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 11355 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 11355 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 11355.
Signed Form Received: 2019-05-03
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11355
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2508 11355 2019-05-22 Approved