An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2317
Effective Date
Record Series Abstract
Files include documents for each offender receiving TRICOR programming. Includes the following TRICOR forms: Offender Summary/Discharge Sheet, Program Participation Reference Summary, Offender Worker Performance Evaluation, Offender Non-Disclosure Statement, Authorization to Release Information, Offender Acknowledgement of Understanding Drug/Alcohol Sanction, Acknowledgement of TRICOR Program Requirements, Acknowledgement of Payroll Tax Liability, Offender Program Release & Permission for Interview/Photograph/Recording, Agreement of Participation in TRICOR Savings Program.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cutoff when offender's participation in a TRICOR Program ends, when the offender is released from TN Department of Correction institutional custody, or at the offender's death.
Total Retention Years
20
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
At cut-off, files are maintained at the TRICOR Program location for 5 years; then forwarded to TRICOR Central Office; paper files are then converted to electronic format; paper documents are destroyed after verification of conversion of paper to electronic format is completed; electronic files are then maintained electronically at agency and destroyed after 15 years.
Worksheet
Record Location
TRICOR Central Office, Weiland Workforce Development Center, 6185 Cockrill Bend Circle, Nashville, TN 37209
File Arrangement
alphabetically by offender's last name
Media Format Generated
Paper
Date Range
varies - current
Agency
Allotment Code
316.08
Annual Accumulation
25 cu.ft. .1 gb
Current Volume
75 cu.ft. .8 gb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
TRICOR Central Office, Weiland Workforce Development Center, 6185 Cockrill Bend Circle, Nashville, TN 37209, records also stored at applicable TRICOR operations statewide, records are managed by the offender's supervisor(s), manager(s), and/or TRICOR Offender Coordinator for each applicable TRICOR operation.
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
Not Applicable
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20
Records Center Retention Period
Not Applicable
Retention Legal Citation
The appeals process for individuals sentenced to death can continue for decades after the initial sentencing. TRICOR has received open records requests for offenders whose participation with TRICOR ended a decade or more ago.
Electronic Records Plan Inventory
System Name
TRICOR Shared Drive H: (\\ag03sdcwf00522.net.ads.state.tn.us\AF08_Data) H:\TRICOR\Offender Programs
Hardware Description
Hosted, standard virtual machine (VM) STS commodity-type server
Software Description
Microsoft Windows Operating System, file sharing authenticated through Active Directory - Domain 1135, TRICOR
System Location
STS South Data Center, Lavergne TN
Backup Procedures
Executed in accordance with the Tier/level services provided by STS managed server team. A Daily backup is made and kept for 30 days and replicated each evening between the data centers.
Disaster Recovery
STS Block Model Storage IOPS, Gold, Platinum, or Silver Tier (TRICOR has subscriptions to all three but STS billing is not specific to a particular server instance.
Data Migration Description
Regular maintenance of operating system security and features upgrade patches managed and performed by for the STS-managed agency file servers at the State's South Data Center - Sunday from 3:00am to 6:00am is standard. TRICOR uses the standard schedule.
RDA Comments
Records Management Division (RMD)
08-23-2018
No recommended changes.
Tennessee State Library and Archives
08-23-2018
No recommended changes.
Comptroller Audit Review
08-24-2018
We have reviewed RDA 2317 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-28-2018
Thank you!!
RMD Director
09-04-2018
RDA 2317 is a request to revise an RDA. The retention period will change from three years to twenty years and destroy. The format will now be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2317.
Public Records Commission
10-30-2018
PRC approves RDA 2317.