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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2398
Database ID: 843
Record Series Title: CONSUMER AFFAIRS COMPLAINTS
Record Series Abstract: The consumer complaint file includes, the consumer complaint form as filed and completed by the consumer against the business, the supporting documentation of their complaint ( possibly photos or contracts with the business), and all mediation documentation between our staff (consumer specialists mediating the complaint) and the consumer and the business as documented during mediation process (this may include emails, faxes, responses to letters, and anything received back in response) which is essentially the correspondence related to the complaint file produced during mediation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The consumer complaint file is cut off when the matter has been resolved.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper records are maintained in the division of consumer affairs for 3 years and then transferred to the state records center for 7 years. Paper records are then destroyed by state approved methods. Paper records may be scanned and stored electronically on the state’s server in the R:drive. Electronic records will be maintained for 7 years and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 843
Record Location: 500 James Robertson Parkway Davy Crockett Tower, 12th floor Nashville, TN 37243
File Arrangement: Numerical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2006-present
Annual Accumulation: 50-75 cubic feet; 100MB
Current Volume: 96 cubic feet; 250MB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: By request
Essential Record: Yes - Original
Essential Record Stored: 500 James Robertson Parkway Davy Crockett Tower, 12th floor Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 3 years
Agency Retention - Years Active: N/A
Agency Retention - Years Inactive: 3 years
Records Center Retention Period: 7 years
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Network Attached Storage (NAS) - comhn02.tn.gov
IT-ABC Number:
Hardware Description: Oracle NAS hardware device
Software Description: Records are stored using a NAS application. Files are accessed using Windows 9 desktops and laptops.
System Location: Tennessee (STS) Strategic Technology Solutions data centers.
Backup Procedures: • Oracle NAS o Daily Incremental tape backups o Weekly Full-Backup – done once a week o Monthly-Backup – once completed tape is sent to offsite storage
Disaster Recovery: • Oracle NAS Storage o Restore from Incremental-Backup o Restore from weekly Full-Backup o Restore from monthly Full-Backup
Data Migration Description: Paper records are scanned and stored on the R:drive. • Oracle NAS Storage o Restore from Incremental-Backup o Restore from weekly Full-Backup o Restore from monthly Full-Backu
Metadata Description: File name and date created .
Contact Information
Contact Name: Erica Smith
Job Title: Records Officer
Address 1: 500 James Robertson Parkway
Address 2:
City: Nashville
Zip: TN
Phone: 37243
Email: erica.smith@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Commissioner Julie Mix McPeak
Director: Rachel Powers
Allotment Code: 33506
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-24-2015 Clarify disposition. If records are kept electronically provide electronic plan inventory. Provide record sample. Please provide more details in abstract. 2/2/2016: Agency provided information requested. No recommended changes.
Tennessee State Libary and Archives: 09-24-2015 TSLA concurs in RMD comments.
Comptroller Audit Review: 2015-09-24 Audit concurs with RMD comments.
Agency: 02-02-2016 I have provided the requested information to Jasmine Taylor. Thank you.
RMD Director Recomendations: 02-11-2016 RDA 2398 is a request to revise an RDA. The Abstract, Disposition, Cut Off and Worksheet have been updated. The retention period will change from fifty-three years to ten years. The format will change to paper/electronic. Recommend approval of request to revise RDA 2398.
Signed Form Received: 2016-02-11
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2398.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
843 2398 2016-02-25 Approved
2448 2398 2018-10-30 Approved
2642 2398 2019-11-12 Approved