An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11369
Effective Date
Record Series Abstract
Records pertaining to offender participation in TDOC education programs. Records series includes, but is not limited to Employability Profiles, Registration, Training modules, Education summaries, tests completions, and National Center for Construction Education and Research (NCCER) certifications.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Completion of program
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Cut off at the end of program completion. Records are kept by Agency for 5 years after cut off in paper or electronic format, then destroyed. A copy of certificates and certifications are placed in the offender file.
Worksheet
Record Location
Various prison facilities
File Arrangement
Alpha
Media Format Generated
Paper
Media Format Generated Summary
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Paper: Sheet
Date Range
2019 to current
Agency
Allotment Code
32901
Annual Accumulation
3 cu. ft.
Current Volume
52 cu. ft.
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
0
Retention Legal Citation
Destroy
Electronic Records Plan Inventory
System Name
Agency shared drives
Hardware Description
SQL Server
Software Description
Adobe, word, excel
System Location
Data Center
Backup Procedures
Nightly job is run to create back ups of each individual database. Backups are kept on the server
Disaster Recovery
Back up 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 if it is determined that the existing system no longer meets the requirements of TDOC and/or STS. At that time, TDOC and STS 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 system. Preserving data integrity is the highest priority when migrating from one system to another system.
RDA Comments
Records Management Division (RMD)
03-21-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 11369 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2024
No recommended changes.
RMD Director
03-26-2024
RDA 11369 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 11369.
Public Records Commission
04-24-2024
PRC approves RDA 11369