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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11344
Database ID: 2556
Record Series Title: TEAM (Tennessee Excellence, Accountability and Management)Act case files and Civil Service case files
Record Series Abstract: These records consist of but are not limited to copies of Step I and II files and documentation and Step III hearing case files as well as Civil Service case files under statutes pre-dating TEAM Act; these documents may include appeal requests, investigation report and investigative file, personnel file, pleadings, orders issued by or on behalf of Board of Appeals, written discovery requests and responses. Selected printed emails will also be part of these records.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The cut off event will be the implementation of disciplinary actions, or if appealed through the TEAM /act process, the conclusion of such appeal proceedings.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are maintained in DIDD Office of General Counsel. After cutoff stored in DIDD warehouse until the end of the retention period and destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2754
Record Location: DIDD Office of General Counsel, 8th Floor UBS Tower, 315 Deaderick Street, Nashville, TN 37243 DIDD Warehouse Storage, 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement: apha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2006 - Current
Annual Accumulation: 3 cubic feet - paper 154 megabytes - electronic
Current Volume: 20 cubit feet - paper 2 Gigabytes
Record Value: Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 3
2 - 5 Years: 1
Over 5 Years: 0
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: Yes
Confidential Legal Citation: TCA 10-7-504 (d) and (f); records may also be confidential as attorney/client privileged communications. TCA 33-3-103
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 10-7-504 (d) and (f); TCA 33-3-103
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared Network Storage Records are stored in the State of Tennesse Data Centers
IT-ABC Number: N/A
Hardware Description: Server Window 2012 R2
Software Description: Windows Microsoft Word and Excel Programs
System Location: State of Tennessee Data Centers
Backup Procedures: Replication across Data Centers, Complete Weekly File Backup
Disaster Recovery: 3 months on site, 7 years Stone Mountain
Data Migration Description: Data is stored as combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
Metadata Description: Standard Metadata is captured when uploaded to the file server and is dependent on the file type (PDF, TXT, ETC.)
Contact Information
Contact Name: Simone N/A Cuarino
Job Title: Director of Records Compliance
Address 1: 315 Deaderick Street
Address 2: 8th Floor UBS Tower
City: Nashville
Zip: 37243
Phone: 615-532-6511
Email: simone.cuarino@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: Brad Turner, Commissioner
Director: Theresa Sloan, Assistant General Counsel
Allotment Code: 344.01
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 11344 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-29-2019 Thank you!
RMD Director Recomendations: 04-30-2019 RDA 11344 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11344.
Signed Form Received: 2019-04-29
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11344
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2556 11344 2019-05-22 Approved