An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11003
Effective Date
Record Series Abstract
Board Action Sheets, Parole Certificates, Offenders Pictures, Board Hearing Material, Pictures, Victim Impact Statements, Evaluations, Revocation Material including Violation Reports, Correspondence, memos, electronic audio recordings of Board of Parole Hearings, electronic video recordings in support of opposition, and related records. The purpose of the record series is to set retention action for all Board of Parole offender records (electronic and paper).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Board of Parole active offender files will be cut off after expiration of sentence or death of offender.
Total Retention Years
50
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Board of Parole paper offender records will be scanned into the official electronic format within one year and then destroyed after verifying for completeness, legibility, and accuracy. Electronic offender records will be kept for 50 years after cut off, then destroyed by state approved methods. Any paper files that cannot be scanned or saved electronically will be kept for 50 years after cut off, then destroyed by state approved methods.
Worksheet
Record Location
TN Board of Parole
500 James Robertson Parkway
Davy Crockett Tower, 4th Floor
Nashville, TN 37243
500 James Robertson Parkway
Davy Crockett Tower, 4th Floor
Nashville, TN 37243
File Arrangement
Alpha/Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Audio
Media Format Stored
Electronic
Date Range
1970 to present
Agency
Allotment Code
324.02
Annual Accumulation
6.5 gigabytes
Current Volume
889cf, 1.5tb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
FileNet/ECM Server
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
10-7-0504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
50 Years
Records Center Retention Period
50 Years for Paper Records that cannot be saved electronically.
Retention Legal Citation
TCA 40-28-119, 10-7-504
Electronic Records Plan Inventory
System Name
ECM Filenet
Hardware Description
Servers used are Content/Process Engines and Application Engines.
Software Description
Windows IBM Filenet software, SQL Server and Websphere
System Location
South Data Center, 92 Weakly Avenue, Smyrna, TN 37267
Backup Procedures
FileNet uses STS File Level Storage Technology (NAS – EMC Isilon) for daily and monthly backups. Long-term retention is done monthly to Elastic Cloud Storage (ECS).
Disaster Recovery
Electronic records are on STS ECM Filenet servers. Procedures are on file with the ECM Disaster Recovery Plan.
Data Migration Description
Follows STS data migration procedures
RDA Comments
Records Management Division (RMD)
08-11-2022
No recommended changes.
Tennessee State Library and Archives
08-18-2022
No recommended changes.
Comptroller Audit Review
08-18-2022
We have reviewed RDA 11003 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-19-2022
We concur with the revised retention and disposition specifications.
RMD Director
08-22-2022
RDA 11003 is a request to revise an RDA. The retention period will remain fifty years and destroy. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11003.
Public Records Commission
10-05-2022
PRC approves RDA 11003.