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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA Management System
RDA Details
Database ID: 2044
Record Series Title: Internal Investigation Files
Record Series Abstract: Records of investigation resulting from a complaint from the public and/or internally against an employee of the State. Records include but not limited to; Correspondence, photographs, interviews, criminal report, medical files, State employee's files, decisions, orders or disciplinary actions and any collateral documentation received for the investigation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After completion of investigation, case closure, or the conclusion of all court proceedings.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off upon completion of investigation maintained for ten years, and destroyed at expiration of retention. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
View Signed Form: View Form
Worksheet ID: 2047
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: alpha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: Current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of current volume
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: No
Essential Record Stored:
Essential Record Media Type:
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: View Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the 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). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: The Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Type: PDF Images Date Created File Size Title
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa Parks Ave.
Address 2: 8th FL TN Tower
City: Nashville
Zip: 37243
Phone: 615-253-4572
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callghan
Allotment Code: 30513
Action Requested: New RDA
  Date Comments
Records Management Division (RMD): 01-14-2016 No recommended changes.
Tennessee State Library and Archives: 01-14-2016 No recommended changes.
Comptroller Audit Review: 2016-01-14 We have reviewed RDA SW30 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 01-21-2016 Agency concurs, thank you
RMD Director Recommendations: 02-08-2016 RDA SW30 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW30.
Signed Form Received: 2016-02-08
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA SW30.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2044 SW30 2016-02-25 Approved