An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW45
Effective Date
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
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
2000 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
Yes
Confidential Legal Citation
28 CFR Part 20
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
28 CFR Part 20, TCA 38-14-101
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)
04-18-2019
No recommended changes.
Tennessee State Library and Archives
04-24-2019
No recommended changes.
Comptroller Audit Review
04-18-2019
We have reviewed RDA SW45 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-29-2019
Agency concurs, thank you
RMD Director
05-01-2019
RDA SW45 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW45.
Public Records Commission
05-22-2019
PRC approves RDA SW45