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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2820
Database ID: 2560
Record Series Title: Alternative Dispute Resolution (ADR) Program Records
Record Series Abstract: This record series consists of all documentation related to Rule 31 Mediator listings which includes but is not limited to listing applications, approval/denial/deferral correspondence, listing renewal forms, continuing mediation education related documents, and any and all other correspondence related to mediator listings.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: after mediator's listing has lapsed
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files will be maintained in electronic and paper form in agency in the Court Services Division for 5 years after the mediator's listing has lapsed and then purged and destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2758
Record Location: 511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement: Alphabetical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1996 - current
Annual Accumulation: 5 - 10 cu. ft. 7-8 gigabytes
Current Volume: 148 cu. ft. 70 gigabytes
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 300
Past Year: 3600
2 - 5 Years: 15000
Over 5 Years: 15000
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Administrative Office of the Courts, 511 Union Street, Suite 600, Nashville, TN 37219
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Current Format
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: Supreme Court Rule 31
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ADR - IB27S26
IT-ABC Number: n/a
Hardware Description: HP DL380 G8 physical server, RAID 5 disk array
Software Description: Windows Server 2008 R2, Oracle 11g
System Location: Administrative Office of the Courts Nashville City Center, Suite 600 511 Union Street Nashville, TN 37219
Backup Procedures: Weekday backups. Full backup Tuesday, differential backup Monday, Wednesday, Thursday and Friday. Backed up to raid 5 disk storage array, 2 week retention policy.
Disaster Recovery: Obtain replacement hardware if required, rebuild server and OS, restore data from local disk backup.
Data Migration Description: ADR data resides in an Oracle database and will be migrated, as needed, to other environments by the AOC DBA staff using a Data Pump Export and Import.
Metadata Description: 2 tables, 93 total fields for ADR Mediations data. Critical data elements include report_id, court_order, county, court_type, total_hours_med, date_submitted, dispute_type, med_fees.
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: Administrative Office of the Courts
Agency Head: Deborah Taylor Tate
Director: Anne Louise Wirthlin
Allotment Code: 30220
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 10-17-2019 No recommended changes.
Tennessee State Libary and Archives: 10-17-2019 No recommended changes.
Comptroller Audit Review: 2019-10-17 We have reviewed RDA 2820 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-22-2019 Thank You.
RMD Director Recomendations: 10-23-2019 RDA 2820 is a request to revise an RDA. The retention period will change from fifteen years and destroy to five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2820.
Signed Form Received: 2019-10-23
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 2820.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1033 2820 2016-11-03 Approved
2560 2820 2019-11-12 Approved