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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2307
Database ID: 757
Record Series Title: Agency Case Files
Record Series Abstract: Records series consists of the following: Criminal Investigation Case Files, Drug Investigation Case Files, Technical Services Investigation Case Files, Medicaid Fraud Investigation Case Files, Forensic Services reports, evidence, and other pertinent documentation needed in the case.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off for case files after verification that the case is fully adjudicated and no other claims or appeals in the case may be filed.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The files are to be cut off after verification that the case if fully adjudicated and no other claims or appeals in the case may be filed. Then they are to be permanently kept by the agency. TCA 10-7-504
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 757
Record Location: Tennessee Bureau of Investigation 901 R.S. Gass Boulevard Nashville, TN 37216
File Arrangement: Numeric (Case File)
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1951 to current
Annual Accumulation: 9 Cu. Ft./10 GB
Current Volume: 1711 Cu.Ft./647 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Original and duplicate stored in agency in separate locations. Electronic shall be kept or backed up on separate servers.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 10-7-504, no expiration
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 100 years, 0 months- Permanent
Agency Retention - Years Active: All
Agency Retention - Years Inactive: None
Records Center Retention Period: Not submitted to Records Center
Final Disposition after Retention Expires:
Legal Citation: TCA 10-7-504, no expiration
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Investigations + Evidence
IT-ABC Number:
Hardware Description: Physical Server; HP ProLiant DL 380 G6; 8 Xeon X550 Processors @ 2.67 GHZ; 32 GB of RAM; 1 NIC; Raid 50 Array 820 GB (C Parition 292 GB and E Parition 527 GB); HP MSA50 Disrect Attached Storage Array Raid 5- 5 TB Storage Array
Software Description: Oracle Database 11g Enterprise Edition; Windows Server 2008 Enterprise SP 2
System Location: Tennessee Bureau of Investigation 901 R.S. Gass Blvd. Nashville, TN 37216
Backup Procedures: This server replicates to ISIS Server for which is a separate server and storage array from the production I + E Server; Server 2008 R2 Enterprise; 32 Xeon E5-2670 2.67 GHZ Processors; 4 NICS in a team; C drive 2.2 TB; V Drive (Direct Attached Storage Array 5588.76 GB [5.6TB]) Back-ups occur nightly
Disaster Recovery: Currently in Development- Disaster Recovery site will be at Data Center South
Data Migration Description: Data will be replicated using recover point appliance recovery will be handled with that data replication
Metadata Description: Case Number and Name Search
Contact Information
Contact Name: Karen Lankford
Job Title: Executive Administrative Assistant 1
Address 1: 901 R.S. Gass Blvd.
Address 2:
City: Nashville
Zip: 37216
Phone: 615-744-4042
Email: karen.lankford@tn.gov
Agency: TN Bureau of Investigation
Agency Head: Mark Gwyn
Director: Mark Gwyn
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-29-2016 No recommended changes. Consider adding TCA 38-6-106 and TCA 38-6-107 to Confidential legal citation.
Tennessee State Libary and Archives: 10-07-2016 No recommended changes.
Comptroller Audit Review: 2016-10-10 We have reviewed RDA 2307 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-10-2016 Agency Concurs
RMD Director Recomendations: 10-13-2016 RDA 2307 is a request to revise an RDA. The retention period will change from one hundred years and destroy to permanent. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have all been updated. The records series will remain in agency due to the confidential nature of the investigative records. Recommend approval of request to revise RDA 2307.
Signed Form Received: 2016-10-12
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 2307.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
757 2307 2016-11-03 Approved