An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2223
Effective Date
Record Series Abstract
TDOC OFFENDER INCIDENT REPORT FORMS THAT RECORD SIGNIFICANT EVENTS OCCURRING AT TDOC FACILITIES, INCLUDING, BUT NOT LIMITED TO Class A, B, or C; Illness, Injury or Use of Force.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off at end of Calendar year.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
When an incident occurs, a report is completed and the summary of the incident is entered into the Offender Management System. Incident Report Forms are maintained in Agency for 10 years after cut off in paper or electronic format then destroyed. Electronic summary is maintained permanently in the Offender Management System under RDA #11087.
Worksheet
Record Location
TDOC prisons and facilities across the state.
File Arrangement
Numerically by Calendar and Offender Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
01/01/2000 to Present
Agency
Allotment Code
32901
Annual Accumulation
Less than 1.5 cu ft. 25mb
Current Volume
15 cu. ft. 250mb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
TDOC prisons and facilities across the state.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Offender Management System; Filenet (ECM)
Hardware Description
IBM Mainframe (TOMIS); paper records are either stored in paper format or scanned as PDFs and stored in Filenet (ECM). STS servers
Software Description
COBOL, CICS, DB2
System Location
State servers backed up
Backup Procedures
Database is backed up nightly.
Disaster Recovery
Backup can be restored within 48 hours to alternate mainframe.
Data Migration Description
The records within the TOMIS system will be migrated to another electronic offender records management system when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic offender records management system is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current system (TOMIS) and the new system. 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 system to another, to ensure the value of the data is not lost in the process.
RDA Comments
Records Management Division (RMD)
09-23-2021
No recommended changes.
Tennessee State Library and Archives
09-28-2021
No recommended changes.
Comptroller Audit Review
09-27-2021
We have reviewed RDA 2223 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-01-2021
Thank you for your consideration of this request.
RMD Director
10-07-2021
RDA 2223 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2223
Public Records Commission
10-25-2021
PRC approves RDA 2223.