An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11056
Effective Date
Record Series Abstract
Record series consists of the following: allegations, investigations, and records produced by the Sexual Abuse Response Teams (SART)
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off upon prisoners release from incarceration, employees termination from employment, or final legal disposition for prosecuted employees.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain for five (5) years after cut off, then destroy by state-approved method.
Worksheet
Record Location
Tennessee Department of Correction offices and servers
File Arrangement
Alpha-numeric
Media Format Generated
Both
Date Range
2013 to current
Agency
Allotment Code
32901
Annual Accumulation
20 MB and 2 cu. ft.
Current Volume
48MB and 20 cu. ft.
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Justice
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
TCA 10-7-504(8)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
42 U.S.C. 15607(c)(2)
Electronic Records Plan Inventory
System Name
Prison Rape Elimination Act (PREA)
Hardware Description
SQL Server 2008
Software Description
Windows 2008 R2 Server
System Location
OIR South Data Center
Backup Procedures
a job is run nightly that creates a backup of the individual databases. Three days of backups are kept on the Server. OIR backs up the server on nightly bases which includes the current three 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 PREA 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)
06-04-2015
No recommended changes.
Tennessee State Library and Archives
06-04-2015
No recommended changes.
Comptroller Audit Review
06-08-2015
We have reviewed RDA 11056 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-08-2015
We Concur.
RMD Director
06-09-2015
RDA 11056 is a request for a new RDA. The retention period will be five years and the format will be paper/electronic. Recommend approval of RDA 11056.
Public Records Commission
06-23-2015
PRC approves RDA 11056.