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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11328
Database ID: 2517
Record Series Title: Civil Case and Administrative Forfeiture Data
Record Series Abstract: Records include but not limited to: information related to civil cases involving the department or department members (case name, court, docket number, date filed, brief description, disposition, and notes such as when physical files were archived or destroyed). Maintained as index to physical files, and for CALEA certification information
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: Records generated and stored electronically and kept permanently in agency. Data is kept permanently for documentation of forfeiture and civil case action. Data is kept pertaining to RDA 2961 and RDA 1250
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2715
Record Location: Law Base
File Arrangement: alpha and numeric
Media Format Generated: Electronic
Media Format Stored: Electronic: Other
Date Range: 2012-current
Annual Accumulation: 2 GB
Current Volume: 20 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 99
Past Year: 99
2 - 5 Years: 99
Over 5 Years: 99
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: 10-7-504 and 55-25-101et seq.
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 0
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: 10-7-504 and 55-25-101et seq.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Law Base
IT-ABC Number:
Hardware Description: Application runs on a single virtual server (DI03SDCWB00028)
Software Description: proprietary Lawbase software that can be run locally using a shortcut. The server also contains the Lawbase database, used by the Lawbase software
System Location: STS Data Center South
Backup Procedures: AVAMAR is the name of the backup system used at the datacenter. Backups of the server’s f drive are done daily with a monthly backup stored at Iron Mountain.
Disaster Recovery: In the event of data loss at a facility data will be recovered by the State IT Department (STS)or the replicated storage at the alternate facility. DR is Silver
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS.
Metadata Description: Content Subject, Date Created, Format and Content Size
Contact Information
Contact Name: Jill Kellogg
Job Title: Forms and Publications Manager, Records Officer
Address 1: 1150 Foster Ave
Address 2:
City: Nashville
Zip: 37243
Phone: 615-743-4964
Email: jill.kellogg@tn.gov
Agency: Dept. of Safety
Agency Head: Jeff Long
Director:
Allotment Code: 34901
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-24-2019 No recommended changes.
Tennessee State Libary and Archives: 04-24-2019 No recommended changes.
Comptroller Audit Review: 2019-04-25 We have reviewed RDA 11328 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-26-2019 Thank you.
RMD Director Recomendations: 04-30-2019 RDA 11328 is a request to create an RDA. The retention period will be permanent and the format will be electronic. Recommend approval of request to create RDA11328.
Signed Form Received: 2019-04-30
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11328
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2517 11328 2019-05-22 Approved