An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10161
Effective Date
Record Series Abstract
Inmate Placement Program (IPP) Database is TRICOR's Offender Management Database. It contains TRICOR specific programmatic information such as class completions, orientation completions, enrollment status, eligibility details, etc. It also includes information that is automatically deposited by the Tennessee Department of Correction's current Offender Management Database (called eTomis). The IPP database allows Program Team Members to record notes regarding interactions with TRICOR Program participants both pre and post release.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
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
Files are purged from the database 20 years after cut-off.
Worksheet
Record Location
STS South Data Center, Lavergne TN
File Arrangement
alphabetically by offender's last name and by TOMI
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
7/2000 - current
Agency
Allotment Code
316.08
Annual Accumulation
varies
Current Volume
23MB or 1/4 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
STS South Data Center, Lavergne TN
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
n/a
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20 years after cut-off
Records Center Retention Period
n/a
Retention Legal Citation
n/a
Electronic Records Plan Inventory
System Name
Inmate Placement Program \\ag03sdcwf00522.net.ads.state.tn.us\AF08_Data\Shared\IPP\InmateProgramsR3_be.mdb (H:\IPP) back end database \\ag03sdcwf00522.net.ads.state.tn.us\AF08_Data\Shared\IPP\Forms\In
Hardware Description
Hosted, standard virtual machine (VM) STS commodity-type server
Software Description
Microsoft Access 2013 (Desktop Database) running on 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 model.
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 STS standard schedule. Weekly data extracts from TDOC Tennessee Offender Management Information System (TOMIS) are imported to the IPP database to provide updates regarding TRICOR program participants.
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 10161 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 10161 is a request to revise an RDA. The retention period will change from two 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 10161.
Public Records Commission
10-30-2018
PRC approves RDA 10161.