Core Data
RDA Number
291
Effective Date
Mon, 04/20/2026
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, Critical Incident Response Team (CIRT) case files, Polygraph records, and Communication Records.
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. Paper records may be scanned and after they are verified for completeness and accuracy paper records are destroyed by state approved methods. Records in electronic format shall be maintained in systems that meet or exceed standards of Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment.
Worksheet
Record Location
Records Officer has list of locations.
File Arrangement
Alpha Numeric & Date
Media Format Generated
Electronic
Paper
Other
Media Format Generated Summary
Electronic: Text
Electronic: Audio
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Other
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2001 to Current
Agency
Allotment Code
34901
Annual Accumulation
100 TB
Current Volume
58 cu ft, 701 TB
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?
Yes
Agency Retention
5 Years (Calendar year or after the adjudication of the case)
Records Center Retention Period
Zero
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, 10-7-504 (i), (f), (g), (o), and (m), C.A.L.E.A. Standards 53.2.1
Electronic Records Plan Inventory
System Name
TITAN, Evidence.com, Kaseware, Mark43 CAD, NICE Inform Recording System
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). Portfolio of devices designed to be durable, reliable and enhance public safety and law enforcement operations. Mark43 Public Safety Platform is a multi-tenant cloud-based SaaS service, hosted entirely within AWS GovCloud. Vendor managed system through a state approved contract.
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. Solutions designed to streamline operations and improve efficiency for law enforcement agencies and other related sectors. Features and capabilities may very based on specific needs and requirements of the users. Mark43 CAD software version 3000.12.0 along with NICE Inform recording solutions version 8.1 for capturing and archiving dispatch communication records. Operating systems include Microsoft Windows Server 2019, with Microsoft SQL Server 2019 managing database functions. Vendor managed system through a state approved contract.
System Location
The database containing electronic records is kept on servers maintained and supported by STS at State Data Centers. Cloud, MS Azure Gove DCs, Virginia and Texas. Mark43 is a cloud-native SaaS hosted on AWS GovCloud. Scoped systems and data reside is AWS managed data centers. The NICE inform recording hardware is located in each THP Dispatch Center.
Backup Procedures
Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy. Data is stored across multiple geographically separated redundant data centers with a 99.999% durability SLZ with MS Azure (GOV). Vendor managed system through a state approved contract. Mark 43 performs automated backups of customer data every five minutes, with encrypted copies stored in AWS GovCloud and replicated across geographically diverse regions to ensure high availability and disaster recovery. All backups are encrypted using AES-256 and are regularly tested to verify data integrity and recoverability, in full compliance with CJIS requirements. The NICE recording application automatically archives the recorded audio to the inform servers within each THP Dispatch Center. The database is backed up daily to this archive location.
Disaster Recovery
Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy. Data is synchronously stored across multiple geographically separated redundant DCs with automated failover in the event of an outage. Vendor managed system through a state approved contract. Mark43 has developed a robust Information System Contingency Plan (ISCP) for the Public Safety Platform system to ensure the continuity of Mark43’s services. The ISCP, aligned with NIST guidance, outlines comprehensive contingency planning, backup, and disaster recovery activities to maintain operational resilience. Mark43 has an established RPO of 5 minutes and an RTO of 45 minutes. Mark43 conducts regular tests and drills of the ISCP (at least annually) to confirm the effectiveness of our disaster recovery capabilities. Disaster Recovery procedures for NICE inform servers shall be maintained in accordance with Current Safety Operations policy.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS. Follows ETL (Extraction, Transform, Load) model of transferring data. Data migration procedures include scheduled data integrity checks and validation audits. Migration activities occur during defined maintenance windows using automated tool and scripts to ensure accuracy and minimal disruption. Historical data is retained and validated post-migration.
RDA Comments
Records Management Division (RMD)
Wed, 03/11/2026
No recommended changes.
Tennessee State Library and Archives
Tue, 03/17/2026
No recommended changes.
Comptroller Audit Review
Mon, 03/16/2026
We have reviewed RDA 291 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 03/17/2026
Thank you.
RMD Director
Fri, 03/27/2026
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
Mon, 04/20/2026
PRC approves RDA 291.
