An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1167
Effective Date
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. DOES NOT INCLUDE INSTITUTIONAL FILES FOR DECEASED OFFENDERS.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off after expiration of sentence.
Total Retention Years
50
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper files are scanned within one year of release to probation, parole, expiration of sentence and then destroyed after verifying electronic records for accuracy and completeness. Electronic records will be uploaded into FileNet or another storage solution approved by STS. Electronic records will be kept for 50 years after cut off and then destroyed by state approved methods. Microfiche, microfilm and CDs were created until 2004 and are kept in agency for 50 years after cut off, and then destroyed by state approved methods. Microfiche, microfilm and CDs may be converted into pdf format and stored in either FileNet or another digital storage option approved by STS. Once conversion is completed and images have been verified for accuracy, the microform version may be destroyed. Paper files not scanned will also be retained for 50 years after cut off and destroyed by state approved method. Inmate institutional records on deceased inmates will be retained and destroyed under RDA 11299.
Worksheet
Record Location
TDOC Central Office: 320 6th avenue north, Nashville, TN 37243, Andrew Jackson Building 500 Deaderick Avenue, Nashville, TN 37243, and TDOC prison facilities across the state.
File Arrangement
TDOC TOMIS ID #
Media Format Generated
Paper
Media Format Stored
Electronic
Paper
Film
Other
Media Format Stored Summary
Electronic: Text
Electronic: Email
Electronic: Other
Paper: Sheet
Paper: Other
Film: Microfilm
Film: Microfiche
Film: Other
Date Range
1970 to present
Agency
Allotment Code
32901
Annual Accumulation
860 cu ft, 170GB, 0 microfilm rolls
Current Volume
5100 cu ft, 1731GB, 50,000 microfiche sheets, 1053 CDS, and 1,351 microfilm rolls
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Any prison or correctional facility; State or Federal Department; Probation or Parole offices; County jails; and in compliance with public records requests
Essential Record
Yes - Original
Essential Record Stored
Original paper is kept in agency until imaged. Digital Image is uploaded to Filenet or other approved electronic content management system creating an electronic record.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 10-7-504 (8)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
50 years
Records Center Retention Period
0
Retention Legal Citation
TCA 10-7-504
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
SQL Server
Software Description
Word based program; Capture
System Location
STS
Backup Procedures
a job is run nightly that creates a backup of the individual databases. Two days of backups are kept on the Server. STS backs up the server on nightly bases which includes the current two days of backups for each database
Disaster Recovery
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.
RDA Comments
Records Management Division (RMD)
03-21-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 1167 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2024
No recommended changes.
RMD Director
03-26-2024
RDA 1167 is a request to revise an RDA. The retention period will remain fifty years and then destroy. The format will be paper/electronic/film. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1167.
Public Records Commission
04-24-2024
PRC approves RDA 1167