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DEPT. OF CORRECTION ADMINISTRATIVE RECORDS

RDA Number
11085
Effective Date
Record Series Abstract
Record Series Will Consist Of Documents Pertaining To Administrative Functions To Include But Not Limited To; Commissary Records, Inventory Records, Receiving Records And Requisitions, Register Tapes And Daily Operating Reports; Tool Control Records; Armory Records; Permanent Issue Keys Control Records; Institution Identification Card Ledger; Authorization For Search Records; Facility Maintenance Records; Health Services Monthly Report; Security Check Ledgers; Inmate Visitation Holding Cell Record And Holding Cell Meal And Exercise Record; Fire, Safety And Sanitation Inspection Reports; Modified Diet Request; And Food Services Daily Refrigerator Daily Dishwasher Temperature Logs. Donation records, Sign in sheets for all TDOC locations; Drug testing logs; Meeting minutes, training rosters and training plans; programming records and advisory committee records not specifically related to an individual offender
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper. Retain in Agency 5 years from cut off then destroy by state approved method. Agency has not started scanning paper records yet but plans to in the future if space is needed. Once paper records have been converted to electronic format and verified for completeness and accuracy, paper record can be destroyed.
Record Location
TDOC offices, prison facilities across the state, and TDOC warehouse.
File Arrangement
Alpha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Paper: Book
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Paper: Book
Date Range
2015 to Present
Allotment Code
32901
Annual Accumulation
50 cu. ft.
Current Volume
2500 cu. ft.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
0
System Name
Agency Shared Drives
Hardware Description
SQL Server
Software Description
word, excel, adobe, audio and or video recordings
System Location
Data Center
Backup Procedures
Nightly job that creates a backup of the individual databases. Backups are kept on the server. STS backs up the server nightly which includes current backup for each database.
Disaster Recovery
Backup data will be used to restore information to server.
Data Migration Description
The records within the shared drives will be migrated to another electronic application if it is determined that the existing system no longer meets the requirements of TDOC and/or STS. Another electronic application will be developed or purchased. At that time, STS staff will coordinate with the vendor/software supplier to map data exchanges between the current and new applications. 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 date is not lost in the process.
Records Management Division (RMD)
09-30-2021
No recommended changes.
Tennessee State Library and Archives
10-05-2021
No recommended changes.
Comptroller Audit Review
10-04-2021
We have reviewed RDA 11085 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2021
Thank you for your time in reviewing this request.
RMD Director
10-07-2021
RDA 11085 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11085.
Public Records Commission
10-25-2021
PRC approves RDA 11085.