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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2972
Database ID: 2609
Record Series Title: Office of Professional Accountability Case Files (Result: Sustained or Inconclusive)
Record Series Abstract: This record series contains, but not limited to: evidence accumulated and narrative produced during investigations for claims that have been officially "Sustained" or deemed "Inconclusive". The record series includes: Administrative Investigations (AD); Citizen Complaints (CC) 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: Upon Employee Under Investigation Leaving the Department
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency ten (10) years after employee under investigation leaves the department then destroyed by state approved methods after retention ends.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2804
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: 2009 - current
Annual Accumulation: 10 Cu. ft. and 50 GB
Current Volume: 100 Cu.ft and 2 TB
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: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active:
Agency Retention - Years Inactive: 10 years
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: Records Officer, Forms and Publications Manager
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 citation.
Tennessee State Libary and Archives: 10-21-2019 No recommended 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 2972 is a request to revise an RDA. The retention period will change from permanent to ten 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 2972.
Signed Form Received: 2019-10-24
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 2972.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1166 2972 2013-03-13 Approved
2100 2972 2016-06-22 Approved
2583 2972 0000-00-00 Pending
2609 2972 2019-11-12 Approved