Record Series Abstract
This Record Series includes but is not limited to logs filled out by individuals who access Criminal History Record Information. The logs provide the date of release of the records, to whom the information relates, to whom the information was released, state identification or FBI number, and the purpose for which the information was requested. These records are created and maintained pursuant to the Federal requirements for the exchange of Criminal History Record Information.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Files are cut off at the end of the Calendar Year, maintained for five years, and are destroyed at expiration of retention. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. 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.
Agency records officer shall keep documentation of specific location.
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of current volume
Information Shared Outside the State
Confidential Legal Citation
28 CFR Part 20
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
28 CFR Part 20, TCA 38-14-101
Legal Citation PDF
Records Officer shall document system name
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
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.
Agency Records Officer shall document the system location.
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.
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.
Legacy Revision UUID