Record Series Abstract
Reports documenting incidents involving campus police. Records include, but are not limited to: documents detailing incidents/offenses and accidents that occur on university property. Reports may contain case number, type of report, date, time, complainant or victim, address, and details of report.
Record Series Active
Cut Off at End of
If Other, Explain
Upon completion of report, adjudication, or transfer of reports to local authority
Total Retention Years
Total Retention Months
Retention End Action
Records may be maintained in either paper or electronic format, provided the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. Maintained in agency for 10 years then destroyed. Note: if the report is transferred to local law enforcement authorities, those authorities shall maintain the records for their appropriate retention.
Records officer shall keep documentation of specific location.
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
Electronic: Raster Image
2000 to current
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of specific volume.
Information Shared Outside the State
Does this Record Series Contain Sensitive Information?
Electronic Records Plan Inventory
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 system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
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
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA SW-U20 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Statewide RDA SW-U20 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of the request to create Statewide RDA SW-U20.