An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11433
Effective Date
Record Series Abstract
Body Scanner images created by TDOC using body scanner devices that are not known to have captured a unique or unusual incident from which litigation, investigation, or criminal prosecution is expected to likely result. These records are only for images where no incident is identified. Images where an incident is identified shall not be destroyed under this RDA, but will be submitted for filing in the offender facility incident reports (RDA 2223), prison internal investigative file (RDA 11197), internal affairs case files (RDA 2138) and/or submitted to other government agencies for prosecution.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After date image is created once identified as no incident occuring.
Total Retention Years
0
Total Retention Months
3
Retention End Action
Destroy
Disposition Notes
Files are cut off after date of image creation if identified as no incident occurring and retained for 90 days/3 months. Records will be maintained in electronic format. Records in electronic format shall be maintained on a state network supported server. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
Server provided by STS
File Arrangement
Geographical and Chronological
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Raster Image
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Raster Image
Date Range
2022 to Current
Agency
Allotment Code
32901
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
10-7-504(a)(29)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
90 days
Records Center Retention Period
0
Retention Legal Citation
None
Electronic Records Plan Inventory
System Name
Server provided by STS
Hardware Description
All hardware is maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
Software Description
Software is supplied by selected vendor and approved by Strategic Technology Solutions (STS)
System Location
Hardware is located onsite at TDOC prisons 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 11433 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 11433 is a request to create an RDA. The retention period will be three months and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11433.
Public Records Commission
10-05-2022
PRC approves RDA 11433.