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Tennessee Offender Management Information System (TOMIS)

Core Data
RDA Number
11087
Effective Date
Record Series Abstract
TN OFFENDER MANAGEMENT INFORMATION SYSTEM IS AN ELECTRONIC DATA BASE THAT INCLUDES, BUT IS NOT LIMITED TO THE FOLLOWING: OFFENDER HISTORICAL INFORMATION, INMATE MOVEMENT, SENTENCING, WARRANT TRACKING, EDUCATIONAL INFO, PROBATION AND PAROLE, AND JOBS INFORMATON
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.
Worksheet
Record Location
IBM Data Center in Boulder, CO
File Arrangement
Alpha
Media Format Generated
Electronic
Date Range
1992 to Current
Agency
Dept. of Correction
Allotment Code
32901
Annual Accumulation
20 GB
Current Volume
147 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
State, Local and Federal law Enforcement Agencies; Felony Offender Information Lookup; Public Records Request; and Criminal Justice Clearinghouse.
Essential Record
Yes - Original
Essential Record Stored
IBM Data Center in Boulder, CO
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Electronic Records Plan Inventory
System Name
TOMIS
Hardware Description
IBM Mainframe
Software Description
COBOL, CICS, DB2
System Location
IBM Data Center in Boulder, CO
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 TOMIS system will be migrated to another electronic offender records management system when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic offender records management system is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current system (TOMIS) and the new system. 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 system to another, to ensure the value of the data is not lost in the process.
Metadata Description
Content Subject/Title: Tennessee Offender Management Information System (TOMIS). Consists of electronic offender records compiled for an offender from the time he/she is sentenced until his/her sentence(s) expires. Sub-system functions: Sentencing, Classification, Tracking, Behavior, Jobs and Education, Health Services, Trust Fund, Parole/Probation, Caseload Supervision. Format: The TOMIS data is stored in a DB2 database, consisting of 200+ tables. Offender image data is also stored in DB2 tables in BLOB format. The initial tables were created in January, 1992, with other tables added later to support added functionality. Data in these tables are updated daily through current date. Content Size: 147 GB Location: IBM Data Center, Boulder, CO.
RDA Comments
Records Management Division (RMD)
03-04-2015
No recommended changes
Tennessee State Library and Archives
03-06-2015
We concur with recommended retention and disposition; no changes.
Comptroller Audit Review
03-04-2015
We have reviewed RDA 11087 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-09-2015
We Concur.
RMD Director
03-10-2015
RDA 11087 is a request for a new RDA. The retention period will be permanent and the format will be electronic. Recommend approval of RDA 11087.
Public Records Commission
03-30-2015
Approved by the PRC.