An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1704
Effective Date
Record Series Abstract
Application by convicted persons requesting Clemency from the Governor. Attachments to each application may include endorsements from individuals supporting Clemency application, any evidence supporting exemplary service since conviction, and a summary of criminal history if applicable.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Closed at Governor term of expiration.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are to be stored and maintained in agency in paper and electronic format until expiration of Governor term. Paper records are converted to electronic format upon receipt and maintained electronically in BOP office via ECM Filenet permanently. After expiration of Governor term and verification of electronic record for completeness and accuracy, the paper record will be transferred to State Library and Archives.
Worksheet
Record Location
500 James Robertson Parkway, 4th Floor Davy Crocket Tower, Nashville, TN 37243
File Arrangement
Numeric
Date Range
to
Agency
Allotment Code
32402
Annual Accumulation
1 megabytes, 1 cu ft paper
Current Volume
10 megabytes, 4 cu ft paper
Record Value
Administrative
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Records are stored electronically in Filenet at Board of Parole, Division of Board Operations, 404 James Robertson Parkway Suite 1300 Parkway Towers Building, Nashville, TN. Original paper record is sent to TN State Library and Archives after expiration of Governor term and after verifying electronic record.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
Rule 1100-01-01-15 of the TN Board of Parole; T.C.A. 40-28-119 AND 40-28-505.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent(electronic)
Retention Legal Citation
TCA 40-27-101 through 40-27-110, 40-28-104, 40-28-106(c), 40-28-114, 40-28-126 and 40-28-128, 40-28-119
Electronic Records Plan Inventory
System Name
Enterprise Content Management (ECM) Filenet
Hardware Description
Utilize OIR Electronic system and data is stored on servers located at OIR Data Center North. Includes Content Engines, Process Engines and Application Engines
Software Description
Windows IBM Filenet Software, SQL Server and Websphere
System Location
South Data Center, 92 Eakley Avenue, Smyrna, TN 37167.
Backup Procedures
Hitachi device is located at the North Data Center and replicates to the South Data Center. North Data Center, 901 5th Avenue North, Nashville, TN 37243 Backups are conducted by OIR and takes place nightly.
Disaster Recovery
Board of Parole has a Disaster Recovery Plan. It is on file with OIR-Department of Finance & Administration Disaster plan to restore operations.
Data Migration Description
Electronic records will be transferred into OIR Enterprise Content Management's latest version according to OIR policy and guidelines.
RDA Comments
Records Management Division (RMD)
05-14-2015
No recommended changes.
Tennessee State Library and Archives
05-14-2015
No recommended changes.
Comptroller Audit Review
05-14-2015
We have reviewed RDA 1704 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-19-2015
No Comments.
RMD Director
05-28-2015
RDA 1704 is a request to revise an RDA. The retention period will remain permanent,transfer to State Library and Archives, but the time of the transfer will be shortened to occur after the end of the governor\\\'s term. The format will change to paper/electronic. Recommend approval of RDA 1704.
Public Records Commission
06-23-2015
PRC approves RDA 1704.