An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1686
Effective Date
Record Series Abstract
Record series includes but is not limited to, Criminal History Records, FBI Form Criminal Fingerprint Card; FBI Form Applicant Fingerprint Card; Photographic Mug Shots, Criminal History, Name Indices and Personal History Files.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
DEATH OR UNTIL THE SUBJECT REACHES NINETY-NINE (99) YEARS OF AGE
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records shall be maintained active until death or subject reaches ninety nine (99) years of age. Records are generated in both paper and electronic format. Paper record may be entered/updated into an electronic format and then shredded upon verification of the scan. Electronic submissions are stored in the database(s) automatically. Records will be maintained for 5 years after cut off and then destroyed according to State approved methods.
Worksheet
Record Location
901 R.S. GASS BLVD. NASHVILLE, TN 37216. TENNESSEE BUREAU OF INVESTIAGTION ROOM #321 & 322.
File Arrangement
ALPHA AND NUMERIC
Media Format Generated
Both
Date Range
1957 to current
Agency
Allotment Code
348
Annual Accumulation
PAPER - 1 CUBIC FEET AND ELECTRONIC - 1,300 GB
Current Volume
PAPER 992 CUBIC FEET AND ELECTRONIC GIGABYTES - 15,130 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
LOCAL, STATE AND FEDERAL AGENCIES IN ALL FIFTY (50) STATES.
Essential Record
Yes - Original
Essential Record Stored
THE ORIGINAL ESSENTIAL RECORDS ARE SUBMITTED ELECTRONICALLY TO THE TENNESSEE BUREAU OF INVESTIGATION (TBI). THE RECORDS ARE AUTOMATICALLY STORED IN THE DATABASE AND BACK UP TAKES PLACE OFFSITE.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
THE TCA ON THE CONFIDENTIALITY OF TBI RECORDS ARE: 8-4-115 STANDARD PROCEDURES FOR BOOKING OF ARRESTEES. 10-7-301 TO 10-7-308 OVERALL RECORDS STATUTES 10-7-504(2) GENERAL CONFIDENTIALITY 38-6-106: REQUESTS TO VIEW RECORDS BY GOVERNOR, SPEARKER OF THE HOUSE OR SENATE, AND SUPREMEM COURT JUSTICE ARE TO BE IN WRITING (AND NOT BY A DESIGNEE). FEDERAL REGISTER: 64FR52343
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Retention Legal Citation
THE TCA ON THE CONFIDENTIALITY OF TBI RECORDS ARE: 8-4-115 STANDARD PROCEDURES FOR BOOKING OF ARRESTEES. 10-7-301 TO 10-7-308 OVERALL RECORDS STATUTES 10-7-504(2) GENERAL CONFIDENTIALITY 38-6-106: REQUESTS TO VIEW RECORDS BY GOVERNOR, SPEAKER OF THE HOUSE OR SENATE, AND SUPREME COURT JUSTICE ARE TO BE IN WRITING (AND NOT BY A DESIGNEE). FEDERAL REGISTER: 64CFR52343
Electronic Records Plan Inventory
System Name
Idemia Morpho Biometric Identification System
Hardware Description
18 HP Servers, Storage Area Network and tape drives
Software Description
Oracle databases running on Linux OS
System Location
TBI 901 R.S. GASS BLVD, NASHVILLE, TN 37216
Backup Procedures
THE TAPE FILES ARE BACKED-UP WEEKLY AND STORED OFF-SITE AT IRON MOUNTAIN. IRON MOUNTAIN KEEPS A TWO WEEK BACK-UP.
Disaster Recovery
TIES OPERATIONS 24/7 OPERATION WILL CONTACT IRON MOUNTAIN TO RETRIEVE FILES FOR DISASTER RECOVERY AND THEY WILL DELIVER TO THE TBI HQ BUILDING.
Data Migration Description
WHEN NEEDED A DATA MIGRATION WILL HAPPEND DURING A UPGRADE BY MORPHOTRAK ENGINEERING.
RDA Comments
Records Management Division (RMD)
04-18-2019
No recommended changes.
Tennessee State Library and Archives
04-19-2019
No recommended changes.
Comptroller Audit Review
04-18-2019
We have reviewed RDA 1686 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-22-2019
Agency concurs.
RMD Director
04-23-2019
RDA 1686 is a request to revise an RDA. The retention period will change from zero years to five years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1686.
Public Records Commission
05-22-2019
PRC approves RDA 1686.