Core Data
RDA Number
1458
Effective Date
Mon, 04/21/2025
Record Series Abstract
Summary data, diagnostic reports, physicians' orders, medications, chronological progress, dental records, mental health records, and other miscellaneous health records. Does not include health records for deceased inmates located under RDA 11299
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off after expiration of sentence.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These records are generated and stored in either paper or electronic format. Paper records may be digitized. Once electronic records have been verified for completeness and accuracy, paper records may be destroyed by state approved methods. All records are maintained in agency for 10 years after cut off, then destroyed by state approved methods. Does not include institutional files for deceased offenders located under RDA 11299.
Worksheet
Record Location
General Services Warehouse, 6500 Centennial Blvd. Nashville, TN 37243, TDOC Central Office, 320 6th Avenue North, RJB Nashville, TN 37243, or TDOC facility where inmate is currently housed.
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1960 to Present
Agency
Allotment Code
32901
Annual Accumulation
Approximately 5000 cu. ft.
Current Volume
Approximately 27,000 cu. ft.
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
State and Federal Law Enforcement Agencies, Health Providers, Social Security Administration, Disability Determination
Essential Record
Yes - Original
Essential Record Stored
General Services Warehouse, 6500 Centennial Blvd. Nashville, TN 37243, TDOC Central Office, 320 6th Avenue North, RJB Nashville, TN 37243, or TDOC facility where inmate is currently housed.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
7 years
Electronic Records Plan Inventory
System Name
STS approved server/application
Hardware Description
STS approved program
System Location
Data Center
Backup Procedures
a job is run nightly that creates a backup of the individual database. Backups are kept on the Server. STS backs up the server on nightly bases which includes the current backup for each database.
Disaster Recovery
Backup data will be used to restore application information to server.
Data Migration Description
The records within the database 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)
Thu, 03/13/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 03/17/2025
No recommended changes.
Comptroller Audit Review
Tue, 03/18/2025
We have reviewed RDA 1458 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 03/18/2025
No further recommended changes.
RMD Director
Tue, 03/25/2025
RDA 1458 is a request to revise an RDA. The retention period will change from seven years and then destroy to ten years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1458.
Public Records Commission
Mon, 04/21/2025
PRC approves RDA 1458
