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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2398
Database ID: 2448
Record Series Title: Consumer Affairs Complaint Files
Record Series Abstract: The Consumer Affair Complaint File includes but is not limited to, the consumer complaint form as filed and completed by the consumer against the business. All supporting documentation of their complaint to include any photos or contracts with the business. All mediation documentation between our staff, consumer specialists mediating the complaint, the consumer and the business as documented during the mediation process. The mediation process may include emails, faxes, responses to letters, and all correspondence related to the complaint file produced during mediation.The Complaint File also includes all documents generated in the course of attempting to provide consumer restitution for any matter under the Division of Consumer Affairs.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The Consumer Affairs Complaint File is cut off when the matter has been resolved or in the case of restitution, when the account for such restitution has been closed by the Fiscal Division or any other agency that may be administering those funds.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper records are maintained in Agency for 1 year and then transferred to the State Records Center and held for 9 years. Paper records are then destroyed by state approved methods. Paper copies of electronic records may be destroyed as long as the electronic file has been verified for completeness and accuracy. Electronic records will be maintained for 10 years in Agency and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2449
Record Location: 500 James Robertson Parkway Davy Crockett Tower, Nashville, TN 37243 Nashville, TN 37243
File Arrangement: Numerical (CORE System)
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2000 - Current
Annual Accumulation: 1 cubic foot, 100MB
Current Volume: 5 cubic feet; 250MB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 10
2 - 5 Years: 5
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: 500 James Robertson Parkway Davy Crockett Tower, Nashville, TN 37243
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: 1 year
Agency Retention - Years Inactive: 0 years
Records Center Retention Period: 9 years
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: CORE
IT-ABC Number: N/A
Hardware Description: Linux VM running RedHat 6.x
Software Description: Web application
System Location: South Data Center
Backup Procedures: Every OIR managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time
Disaster Recovery: Servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster.
Data Migration Description: Files previously located in Filenet have been migrated to the CORE system. Also, records are submitted electronically in the CORE system.
Metadata Description: File name, file type, date.
Contact Information
Contact Name: Christine Stoll-Bellavia
Job Title: Records Officer
Address 1: Rachel Jackson Building
Address 2: 320 6th Avenue North
City: Nashville
Zip: 37243
Phone: 6155327403
Email: christine.stoll-bellavia@ag.tn.gov
Agency: Attorney General's Office
Agency Head: Attorney General, Herbert H. Slatery III
Director: Jay Dickerson
Allotment Code: 303.01
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 09-20-2018 No recommended changes.
Tennessee State Libary and Archives: 09-20-2018 No recommended changes.
Comptroller Audit Review: 2018-09-25 We have reviewed RDA 2398 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-27-2018 Agency concurs and has no recommended changes.
RMD Director Recomendations: 10-02-2018 RDA 2398 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2398.
Signed Form Received: 2018-10-02
PRC Meeting Date: 10-30-2018
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