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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11341
Database ID: 2559
Record Series Title: Immigration Special Projects
Record Series Abstract: These special project records relate to areas of law where outside counsel is obtained and include but are not limited to immigration, I-9 work visa extensions, I-9 audits Records consist of but are not limited to correspondence, emails, applications and supporting documentation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off is 5 years after completion of the project.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are maintained in Office of General Counsel until completion of project. Afterwards records are transferred to DIDD warehouse storage and kept there until end of retention period at which time they are destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2757
Record Location: DIDD Office of General Counsel, 315 Deaderick Street, 8th Floor UBS Tower, Nashville, TN 37243 DIDD Warehouse Storage, 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement: apha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2013-current
Annual Accumulation: <1 megabyte - electronic .25 cubit ft - paper
Current Volume: 3 megabytes - electronic 1 cubic foot - paper
Record Value: Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 5
2 - 5 Years: 5
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Government, US Department of Justice, Immigration and Naturalization Services
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared Network Storage Records are stored in the State of Tennesse Data Centers
IT-ABC Number: N/A
Hardware Description: Windows Servers 2012 R2
Software Description: Microsoft Word Applications
System Location: State of Tennessee Data Centers
Backup Procedures: Replication across Data Centers, Complete Weekly File Backup
Disaster Recovery: 3 moths on site, 7 years Stone Mountain
Data Migration Description: Data is stored as combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
Metadata Description: Standard Metadata is captured when uploaded to the file server and is dependent on the file type (PDF, TXT, ETC.)
Contact Information
Contact Name: Simone Cuarino
Job Title: Director of Records Compliance
Address 1: 315 Deaderick Street
Address 2: 8th Floor UBS Tower
City: Nashville
Zip: 37243
Phone: 615-532-6511
Email: simone.cuarino@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: Brad Turner, Commissioner
Director: Theresa Sloan, General Counsel / Assitant Commissioner
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-24-2019 No recommended changes.
Tennessee State Libary and Archives: 04-25-2019 No recommended changes.
Comptroller Audit Review: 2019-04-25 We have reviewed RDA 11341 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-29-2019 Thank you!
RMD Director Recomendations: 04-30-2019 RDA 11341 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11341.
Signed Form Received: 2019-04-29
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11341
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2559 11341 2019-05-22 Approved