An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2183
Effective Date
Record Series Abstract
Record Series Includes but is not limited to: Academy Training Records including, student files, assessments, completions reports, class rosters, master training calendar, training catalogs, evaluative summary, lesson plans, and annual reports, class schedules.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are cut off at the end of the fiscal year. Records are then maintained in agency in paper or electronic format for 5 years and then destroyed according to state approved methods.
Worksheet
Record Location
Tennessee Correctional Academy, Tullahoma, TN
File Arrangement
Fiscal Year, and then by weeks or program
Media Format Generated
Both
Date Range
1984 - current
Agency
Allotment Code
32901
Annual Accumulation
20 cu.ft, 3 GB
Current Volume
50 cu ft, 16 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
In Agency
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Windows File Server (BI01SDCWF00001)
Hardware Description
Virtual server set up by STS
Software Description
Microsoft Windows
System Location
Data Center South
Backup Procedures
Jobs are run nightly that creates a backup of the individual databases. Backups are kept on the server. STS backs up the server on a nightly bases which includes most recent information and 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 TN Dept. of Correction and another electronic application is developed or purchased. data conversion will be required in order to format current data values into the format required by a replacement software system.
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2016
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 2183 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-09-2018
Tennessee Correctional Academy, Tullahoma, TN TDOC Concurs
RMD Director
10-12-2018
RDA 2183 is a request to revise an RDA. The retention period will change from three years to five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2183.
Public Records Commission
10-30-2018
PRC approves RDA 2183.