Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2398
Database ID: 2642
Record Series Title: Division of Consumer Affairs Complaint Files
Record Series Abstract: These records include, but are not limited to, consumer complaints and related information received by the Division, correspondence and related records from the Division to consumers in response or related to complaints, correspondence and related records from the Division to subjects of consumer complaints and from subjects to the Division. These records also include those generated in the course of disbursing or attempting to disburse consumer restitution for any matter handled by the Division.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: These records are cut off when a complaint is resolved or when the Division has completed efforts to resolve a complaint. Records relating to consumer restitution are cut off when restitution efforts have been completed and there are no funds remaining under the Division's control.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records may be maintained in paper or electronic format. Electronic records created from paper records must be verified for completeness, accuracy and usability. Records in paper format may be transferred to the State Records Center. Electronic records shall be kept in storage that is maintained or approved by the Attorney General's Office.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2838
Record Location: UBS Building, 19th Floor, 315 Deaderick Street, Nashville, TN 37243; Vital Records Control, 1741 Elm Hill Pike, Nashville, TN 37210
File Arrangement: Numerical (CORE)
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2000 - current
Annual Accumulation: 1 cubic foot, 100 MB
Current Volume: 413 cubic feet, 250 MB
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: Yes
If Shared, List Agencies: Federal Trade Commission
Essential Record: Yes - Original
Essential Record Stored: UBS Building, 19th Floor, 315 Deaderick Street, Nashville, TN 37243
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: as long as active; records may be maintained in paper or electronic format. If electronic record created from paper, must be verified for completeness, accuracy and usability. Records in paper format may be transferred to the State Records Center. Electronic records shall be kept in storage that is maintained or approved by the Attorney General’s Office.
Agency Retention - Years Active: see above
Agency Retention - Years Inactive: 5 years
Records Center Retention Period: up to 5 years
Final Disposition after Retention Expires: Destroy
Legal Citation: Tenn. Code Ann. § 47-18-5002
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: Linux VM web application
System Location: south data center
Backup Procedures: every STS 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.
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: Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format.
Metadata Description: file name, file type, date.
Contact Information
Contact Name: Christine Stoll-Bellavia
Job Title: Records Officer
Address 1: War Memorial Building, G-13
Address 2: 301 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): 10-18-2019 No recommended changes.
Tennessee State Libary and Archives: 10-21-2019 No recommended changes.
Comptroller Audit Review: 2019-10-21 We have reviewed RDA 2398 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-25-2019 Thank you.
RMD Director Recomendations: 10-26-2019 RDA 2398 is a request to revise an RDA. The retention period will change from ten years and destroy to five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2398.
Signed Form Received: 2019-10-25
PRC Meeting Date: 11-12-2019
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