An official website of the Tennessee Secretary of State.
Core Data
RDA Number
291
Effective Date
Record Series Abstract
Records include but not limited to, Citations and Warnings; E-Crime (arrest) report; Incident or Offense Report; Tow-in Report; Vehicle Recovery Report; Motorcycle Rider Education Program (MREP) records, Staff Inspections
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year or after the adjudication of the case
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic format. Maintain in agency Tennessee Highway Patrol offices for 5 years; then destroy by state-approved methods.
Worksheet
Record Location
Records Officer has list of locations.
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2000 to Current
Agency
Allotment Code
34901
Annual Accumulation
287 GB, 148 cu. ft.
Current Volume
861 GB, 444 cu ft.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 55-25-101 through 55-25-112 The Federal statute is 18 U.S.C. 2721 - 2725, the Driver Privacy Protection Act of 1994
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years (Calendar year or after the adjudication of the case)
Retention Legal Citation
T.C.A. 55-25-101 through 55-25-112 The Federal statute is 18 U.S.C. 2721 - 2725, the Driver Privacy Protection Act of 1994, C.A.L.E.A. Standards 53.2.1
Electronic Records Plan Inventory
System Name
TITAN
Hardware Description
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
TITAN is the STS supported enterprise system for tracking citations, crash reports, and court disposition information. All software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
The database containing electronic records is kept on servers maintained and supported by STS at State Data Centers.
Backup Procedures
Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy.
Disaster Recovery
Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS.
RDA Comments
Records Management Division (RMD)
03-16-2023
No recommended changes.
Tennessee State Library and Archives
03-21-2023
No recommended changes.
Comptroller Audit Review
03-21-2023
We have reviewed RDA 291 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-23-2023
Thank you.
RMD Director
03-24-2023
RDA 291 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 291.
Public Records Commission
04-18-2023
PRC approves RDA 291.