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WARRANT TRACKING SYSTEM (ELECTRONIC RECORD)

RDA Number
10043
Effective Date
Record Series Abstract
SYSTEM KEEPS TRACK OF WARRANT INFORMATION, THE DATES WARRANT SERVED, WAIVED, ABSCONDER STATUS, AND VIOLATED RULES.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are cut off at the end of the fiscal year, and then maintained in Warrant Tracking System for ten years, and then destroyed by state approved methods
Allotment Code
32901
Record Location
TN Dept. of Correction servers
File Arrangement
Alpha-Numeric
Date Range
1995 to Current
Annual Accumulation
4MB
Current Volume
88MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
ANY Applicable Criminal Justice Agency outside Tennessee
Essential Record
Yes - Original
Essential Record Stored
OIR
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
10-7-0504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 YEARS
Records Center Retention Period
0 years
System Name
Warrant Tracking System
Hardware Description
SQL Server
Software Description
Word base program, Capture
System Location
OIR
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 nightly 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 Warrant Tracking application 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.
Legacy Revision UUID
1318