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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 473
Database ID: 37
Record Series Title: Litigation Files (Civil action cases against Secretary of State and/or Coordinator of Elections)
Record Series Abstract: All records pertaining to civil action cases against Secretary of State and/or Coordinator of Elections. Records may contain confidential or privileged information.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At exhaustion or final closure of the litigation.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated and stored in paper. Records are stored in agency for remainder of retention period and then destroyed by state approved methods. Records may be retained longer based on the administrative needs of the agency.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 37
Record Location: Department of State Division of Elections 7th Floor, WR Snodgrass TN Tower Nashville, TN
File Arrangement: Chronologically
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 1964 - current
Annual Accumulation: Less than 1 cu. ft. per year
Current Volume: 5 cu. ft.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Office of State Election Coordinator
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: T.C.A. 10-7-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. 10-7-504
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Amy Gregory
Job Title: Executive Assistant
Address 1: 312 Rosa. L. Parks Ave
Address 2: 7th Floor
City: Nashville
Zip: 37243
Phone: 615-741-7956
Email: Amy.Gregory@tn.gov
Agency: Secretary of State
Agency Head: Secretary Tre Hargett
Director: Mark Goins
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 473 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-05-2018 No recommended changes.
RMD Director Recomendations: 10-12-2018 RDA 473 is a request to revise an RDA. The retention period will change from zero years to five years and destroy. The format will be paper. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 473.
Signed Form Received: 2018-10-12
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 473.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
37 473 2018-10-30 Approved