An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11434
Effective Date
Record Series Abstract
Record series includes printed reports, attachments, and all documents, releases, and other information gathered to prepare various investigative reports completed by Community Supervision as needed. The completed report is entered into OMS and maintained permanently.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Record series is cut off once the report has been completed and approved.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are cut off once report is completed and approved. Records are maintained in either paper or electronic format for five years and then destroyed. Paper records that are scanned into electronic format may be destroyed once properly verified for completeness.
Worksheet
Record Location
Community Supervision Offices across the State of TN.
File Arrangement
alpha numeric
Media Format Generated
Paper
Media Format Generated Summary
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2010 to present
Agency
Allotment Code
32901
Annual Accumulation
Approximately 30 cubic feet
Current Volume
approximately 100 cubic feet
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Other law enforcement agencies.
Essential Record
Yes - Original
Essential Record Stored
Alpha numerical order in probation and parole offices across the state.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Shared folder on STS Servers
Hardware Description
All hardware is maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
Software Description
PDF versions of scanned records can be maintained in a shared folder on STS Server.
System Location
Hardware is located onsite at TDOC Community Supervision Offices across the state. Server is located at the State Data Center.
Backup Procedures
STS has backup procedures to back up data nightly.
Disaster Recovery
STS disaster recovery protocol will be followed to recover any data loss due to disaster.
Data Migration Description
STS protocol will be followed for any needed data migration.
RDA Comments
Records Management Division (RMD)
09-01-2022
No recommended changes.
Tennessee State Library and Archives
08-31-2022
No recommended changes.
Comptroller Audit Review
09-08-2022
We have reviewed RDA 11434 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2022
No recommended changes.
RMD Director
09-16-2022
RDA 11434 is a request to create an RDA. The retention period will be five years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11434.
Public Records Commission
10-05-2022
PRC approves RDA 11434.