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Criminal Injuries Compensation Act Files

RDA Number
1178
Effective Date
Record Series Abstract
Records consist of files used by the Division of Claims Administration to determine the compensability of criminal injuries claims. Documents include, but are not limited to: claim forms, police reports, District Attorney reports, medical bills, and treatment notes. Record series also contains Sexual Assault Forensic Examination (SAFE) documents, including, but not limited to: claim forms, medical information, medical bills, reimbursement forms, and provider affidavits.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off when claims decision is final or statutory maximum payment or losses are reached.
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Incoming records are scanned or generated electronically. Older documents stored on microfilm will be converted in 2015 and stored electronically. Records are maintained for 30 years after cut off and then destroyed by state approved methods.
Allotment Code
309
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
alpha and numeric
Date Range
1980s to current
Annual Accumulation
50 Megabyte electronic
Current Volume
1 Gigabyte electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Justice
Essential Record
Yes - Original
Essential Record Stored
essential record stored in agency in a database
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 4-4-125 (Dissemination of social security numbers); TCA 10-7-504 (Confidential records -- exceptions); TCA 10-7-504(k) (Criminal Injuries Compensation)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 years
Records Center Retention Period
N/A
Record Sample PDF
211.sample.pdf367.68 KB
System Name
Gemini
Hardware Description
Gemini is a client side application. The Database is in Oracle 10g and resides in the OIR Shared Oracle environment.
Software Description
The database resided on an Oracle 10g server in the OIR Shared Oracle environment
System Location
OIR Shared Oracle environment in Data Center South
Backup Procedures
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR's South Data Center is to mirror the information at OIR's North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766
Disaster Recovery
OIR conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR's North Data Center for both operations and data. If both OIR's South Data Center and OIR's North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Treasury Records Officer and the Treasury IT Staff. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform.
Legacy Revision UUID
211