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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11156
Database ID: 2584
Record Series Title: Office of Professional Accountability Case Files (Result: Unfounded or Exonerated)
Record Series Abstract: This record series contains, but not limited to: evidence accumulated and narrative produced during investigations for claims that have been officially categorized as Unfounded or Exonerated, No Action, and Within Policy. The record series includes: Administrative Investigations (AD); Citizen Complaints (CC); Information Only Investigations/Reviews (IO); Department Pursuits (DP); Departmental Crashes (DC); Firearms Discharge (FD); Use of Force (UF).
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After Investigations or Employees are declared unfounded or exonerated.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency 5 years after cut off. Records are scanned into electronic format, once verified for completeness and accuracy paper version will be destroyed and electronic format will be retained for five (5) years. After retention end, records will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2781
Record Location: William R. Snodgrass Building; 25th Floor, TN Department of Safety offices
File Arrangement: Numeric & Other
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2014 - current
Annual Accumulation: 5 cu. ft. and 20 GB
Current Volume: 20 cu ft and 100 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 40
Past Year: 20
2 - 5 Years: 6
Over 5 Years: 6
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: William R. Snodgrass Building; 25th Floor, TN Department of Safety offices
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: NA
Final Disposition after Retention Expires: Destroy
Legal Citation: General Order 216-1 and 216-2
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IA PRO and T:drive
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS)
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
System Location: The database containing electronic records is kept on servers maintained and supported by STS at State Data Centers.
Backup Procedures: Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy.
Disaster Recovery: Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy.
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS.
Metadata Description: File Type: PDF and TIF Images, Audios, Date Created, File Size, and Title.
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: Revision
Comments
  Date Comments
Records Management Division (RMD): 10-10-2019 Please provide missing record sample and legal citations.
Tennessee State Libary and Archives: 10-21-2019 No changes.
Comptroller Audit Review: 2019-10-11 Audit concurs with RMD comments.
Agency: 10-23-2019 Thank you.
RMD Director Recomendations: 10-26-2019 RDA 11156 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11156
Signed Form Received: 2019-10-24
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 11156.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1929 11156 2016-06-22 Approved
2584 11156 2019-11-12 Approved