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Core Data
RDA Number
SW34
Effective Date
Record Series Abstract
Recordings, created by a law enforcement agency using electronic devices, that are not known to have captured a unique or unusual action from which litigation or criminal prosecution is expected to likely to result. Records included but not limited to all recordings, regardless of where recording device is mounted, such as: Bodycam (device on officer's chest, shoulder, head, etc.), Dashcam (or any other device mounted on the inside or outside of a vehicle), Animal cam (on an animal's body), Drone (unmanned aerial vehicle or any other remote controlled equipment), Security Cameras (those mounted on buildings). These records are only for recordings where No Incident is Identified, recordings where an Incident is Identified will be superseded by the agency's investigative RDA or Statewide 30 Internal Investigation Files and shall not be destroyed under this Statewide.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After date of recording once identified as No Incident
Total Retention Years
0
Total Retention Months
3
Retention End Action
Destroy
Disposition Notes
Files are cut off after date of recording if identified as No Incident and retained for 90 days/3 months, and destroyed at expiration of retention. Records will be maintained in electronic format. Records in electronic format shall be maintained in systems that meet or exceed standards of Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
Chronologically
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Audio
Electronic: Video
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Audio
Electronic: Video
Date Range
2015 to current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of current volume
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
90 days/3 months
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Records Officer shall document system name
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
The Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
03-22-2018
No recommended changes.
Tennessee State Library and Archives
03-26-2018
No recommended changes.
Comptroller Audit Review
03-22-2018
We have reviewed RDA SW34 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-26-2018
Agency concurs, thank you
RMD Director
04-06-2018
RDA SW34 is a request to revise an RDA. The retention period will remain three months and destroy. The format will be paper/electronic. Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA SW34.
Public Records Commission
04-25-2018
PRC approves RDA SW34.