Record Series Abstract
DOCUMENTS PERTAINING TO THE INITIATION OF ACTIVE OFFENDER STATUS AND CONTINUING UNTIL OFFENDER STATUS IS INACTIVE. DOCUMENTS INCLUDE COURT ORDERS/INDICTMENTS, CRIMINAL HISTORIES, PHOTOS, FINGERPRINTS, ORIGINAL TDOC TRANSFER FORMS AND OTHER OFFENDER RECORDS PERTAINING TO INMATE'S CHRONOLOGICAL HISTORY OF INCARCERATION.
Record Series Active
Cut Off at End of
If Other, Explain
Cut off after expiration of sentence or death of inmate
Total Retention Years
Total Retention Months
Retention End Action
Paper files are scanned within one year and then destroyed after verifying electronic record for accuracy and completeness. Paper files existing prior to 2004 will be scanned within 5 years of PRC approval of RDA. Electronic records will be uploaded into Filenet. Electronic records will be kept for 50 years on Filenet, and then destroyed by state approved methods. Microfiche and microfilm were created until 2004 and are kept in agency for 50 years, and then destroyed by state approved methods. Paper files not scanned will also be retained for 50 years after cut off and destroyed by state approved method.
TDOC Central Office: 320 6th avenue north, Nashville, TN 37243 and TSP Archive Building, 100 Bomars Nashville, TN 37219
TDOC TOMIS ID #
Media Format Generated
1900 - current
860 cu ft, 170GB, 0 microfilm rolls
5100 cu ft, 1731GB, 60 microfilm rolls
Information Shared Outside the State
Any prison or correctional facility; State or Federal Department; Probation or Parole offices; County jails; Background Investigation Agencies; and in compliance with public recrods requests
Yes - Original
Essential Record Stored
Original paper is kept in agency until imaged. Digital Image is uploaded to Filenet electronic content management system creating an electronic record.
Essential Record Media Type
Confidential Legal Citation
TCA 10-7-504 (8)
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
Electronic Records Plan Inventory
Word based program; Capture
a job is run nightly that creates a backup of the individual databases. Two days of backups are kept on the Server. OIR backs up the server on nightly bases which includes the current two days of backups for each database
Back up data will be used to restore application information to server.
Data Migration Description
The records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current application and the new application. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one application to another, to ensure the value of the data is not lost in the process.
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1167 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 1167 is a request to revise an RDA. The retention period will change from seventy-five years to fifty years and the format will be paper/electronic/film. The abstract has been updated to include records from other similar RDAs that will be retired. Recommend approval of RDA 1167.