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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2331
Database ID: 781
Record Series Title: Legal Case Files
Record Series Abstract: Records include but not limited to; Prosecution Reports, Arrests, Citations, Court Actions, Confiscations, Dispositions, etc.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After verification that the case is fully adjudicated and no other claims or appeals in the case may be filed.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated in both paper and electronic format. Once received, records are stored in both paper and electronic format. Once retention ends, records will be destroyed by state-approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 781
Record Location: TWRA 5107 EDMONSON PIKE NASHVILLE TN 37211
File Arrangement: NUMERIC
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2004 - CURRENT
Annual Accumulation: 2 CU FT; 2 gb
Current Volume: 16 CU FT; 9 gb
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 365
2 - 5 Years: 5000
Over 5 Years: 109500
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: TWRA 5107 EDMONSON PIKE NASHVILLE TN 37211
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 10-7-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: 10-7-504
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: BH01WF53
IT-ABC Number:
Hardware Description: VMWare environment at TWRA Data Center
Software Description: Windows Server 2008, VMWare Virtual Server
System Location: TWRA Data Center, Region 5 Ground Floor
Backup Procedures: Daily hourly snapshots with weekly images sent off site
Disaster Recovery: Redundant system located at secondary TWRA Data Center. Backup data/images are loaded onto redundant system. Systems tested quarterly. Offsite retrieval of data/images if necessary.
Data Migration Description: Data migration is handled according to system updates, upgrades and replacement recommendations.
Metadata Description: Various data being kept according to RDA’s. Files which are mostly PDF’s, are indexed by date and name of person who created.
Contact Information
Contact Name: Scott Denton
Job Title: Assistant Chief of Information Technology
Address 1: 440 Hogan Rd.
Address 2:
City: NASHVILLE
Zip: 37211
Phone: 615-837-6011
Email: Scott.Denton@tn.gov
Agency: TN Wildlife Resources Agency
Agency Head: ED CARTER
Director:
Allotment Code: 32081
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 2331 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-08-2018 Agency concurs.
RMD Director Recomendations: 10-11-2018 RDA 2331 is a request to revise an RDA. The retention period will change from three years 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 2331.
Signed Form Received: 2018-10-11
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 2331.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
781 2331 2018-10-30 Approved