An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2245
Effective Date
Record Series Abstract
Record series includes but is not limited to records concerning detainee forms processed to effect adjudication of outstanding but untried charges against inmates.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper or electronic format, records are then maintained in agency for five (5) years after cut off and then destroyed according to state approved methods
Worksheet
Record Location
320 6th Ave. North, Rachel Jackson Building
File Arrangement
alpha numeric
Media Format Generated
Both
Date Range
1970 to Current
Agency
Allotment Code
32901
Annual Accumulation
1 Cubic ft, .25 MB
Current Volume
5 Cubic Ft, 1 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
District Attorney Offices, Law enforcement agencies, and correction institutions
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
FileNet
Hardware Description
SQL Server
Software Description
Word based program; Capture
System Location
Data Center South
Backup Procedures
a job is run nightly that creates a backup of the individual databases. Two days of backups are kept on the Server. OIR backs up the server on nightly bases which includes the current two days of backups for each database
Disaster Recovery
Back up data will be used to restore application information to server.
Data Migration Description
The records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current application and the new application. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one application to another, to ensure the value of the data is not lost in the process.
RDA Comments
Records Management Division (RMD)
09-27-2018
No recommended changes.
Tennessee State Library and Archives
09-28-2018
No recommended changes.
Comptroller Audit Review
09-27-2018
We have reviewed RDA 2245 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-03-2018
TDOC Concurs
RMD Director
10-12-2018
RDA 2245 is a request to revise an RDA. The retention period will change from one year to five years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2245.
Public Records Commission
10-30-2018
PRC approves RDA 2245.