An official website of the Tennessee Secretary of State.
Core Data
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
Other
If Other, Explain
Cut off at end of each day when back up is compiled.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Data is stored permanently but is backed up each day to an offsite location. Information is contained within a distributed application that is interfaced with our Offender Management System.
Worksheet
Record Location
TN Dept. of Correction servers
File Arrangement
Alpha-Numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1992 to Current
Agency
Allotment Code
32901
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
STS
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
permanent
Records Center Retention Period
0 years
Electronic Records Plan Inventory
System Name
Warrant Tracking System
Hardware Description
IBM Mainframe
Software Description
Word base program, Capture
System Location
Specified by STS
Backup Procedures
Database is backed up nightly and sent to an offsite location.
Disaster Recovery
Backup can be restored within 48 hours to alternate mainframe.
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.
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 10043 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 10043 is a request to revise an RDA. The retention period will change from ten years and then destroy to permanent. The format will be electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10043.
Public Records Commission
04-24-2024
PRC approves RDA 10043