Record Series Abstract
ALL RECORDS AND DOCUMENTATION CONCERNING THE PARTICIPATION OF AN INDIVIDUAL IN THE INMATE GRIEVANCE PROCEEDINGS INCLUDING BUT NOT LIMITED TO, GRIEVANCE HEARING MINUTES, INMATE GRIEVANCE, AND RESPONSE AND APPEALS
Record Series Active
Cut Off at End of
If Other, Explain
Record series is cut off after final disposition of grievance
Total Retention Years
Total Retention Months
Retention End Action
When a grievance is filed, a record is created and the summary of the grievance is entered into the Offender Management System. Grievance records are maintained in agency for five years after cut off in either paper or electronic format then destroyed by state approved method. Electronic summary is maintained permanently in the Offender Management System under RDA # 11087.
TDOC offices and prison facilities across the state.
Numeric, alpha and date order
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
2015 to Present
170 cu. ft.
510 cu. ft.
Information Shared Outside the State
Yes - Original
Essential Record Stored
Essential Record Media Type
Confidential Legal Citation
TCA 4-3-603, TCA 4-3-606, and TCA 41-24-110 and Title 28 CFR 115; and Prison Rape Elimination Act of 2003 standard 115.52(b)(1), (e)(1), and (3).
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
Electronic Records Plan Inventory
Agency Shared Drives; Offender Management System
Word, excel, adobe, audio, video recordings; IBM mainframe
Shared drives are located on the state servers.
Nightly job runs that create a backup of each individual database. Back ups are kept on the server.
Backup 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 if it is determined that the existing system no longer meets the requirements of TDOC and/or STS. At that time, TDOC and STS 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 data integrity is the highest priority when migrating the information one system to another.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2244 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you for your time in reviewing this request.
RDA 2244 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 2244.