An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2275
Effective Date
Record Series Abstract
RECORD SERIES INCLUDES BUT IS NOT LIMITED TO COPY OF INSPECTION REPORTS COMPLETED BY DEPARTMENT OF LABOR TO MONITOR SAFETY AT ALL TENNESSEE DEPARTMENT OF CORRECTIONS BUILDINGS AND INSTITUTIONS AS WELL AS ANY REPORTS, LOG BOOKS REQUIRED TO BE MAINTAINED FOR THE INSPECTIONS THAT ARE NOT COVERED UNDER ANOTHER RDA.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and stored in electronic format. Paper records may be digitized. Once electronic records have been verified for completeness and accuracy, paper records may be destroyed by state approved methods. After cut off records are maintained in agency 5 years and destroyed by state approved methods.
Worksheet
Record Location
Various TDOC facilities
File Arrangement
Numeric
Media Format Generated
Paper
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2018 to PRESENT
Agency
Allotment Code
32901
Annual Accumulation
Less than .5 cu. t.
Current Volume
3 cu. ft.
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Stored
Various
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Agency shared folders
Hardware Description
SQL Server
Software Description
word, excel, adobe
System Location
Data Center
Backup Procedures
Nightly job that creates a backup of the individual databases. Backups are kept on the server. STS backs up the server nightly which includes current backup for each database.
Disaster Recovery
Backup data will be used to restore information to server.
Data Migration Description
The records within the shared drives will be migrated to another electronic application if it is determined that the existing system no longer meets the requirements of TDOC and/or STS. Another electronic application will be developed or purchased. At that time, STS staff will coordinate with the vendor/software supplier to map data exchanges between the current and new applications. 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 date is not lost in the process.
RDA Comments
Records Management Division (RMD)
03-21-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 2275 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2024
No recommended changes.
RMD Director
03-26-2024
RDA 2275 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2275.
Public Records Commission
04-24-2024
PRC approves RDA 2275