An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2244
Effective Date
Record Series Abstract
ALL RECORDS AND DOCUMENTATION CONCERNING THE PARTICIPATION OF AN INDIVIDUAL IN THE GRIEVANCE PROCEEDINGS INCLUDING BUT NOT LIMITED TO, GRIEVANCE HEARING MINUTES, INMATE GRIEVANCE, AND RESPONSE AND APPEALS. THESE RECORDS INCLUDE BOTH INCARCERATED OFFENDERS AND OFFENDERS ON COMMUNITY SUPERVISION.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Record series is cut off after final disposition of grievance
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
Worksheet
Record Location
TDOC offices and prison facilities across the state.
File Arrangement
Numeric, alpha and date order
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
2015 to Present
Agency
Allotment Code
32901
Annual Accumulation
170 cu. ft.
Current Volume
510 cu. ft.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Various
Essential Record Media Type
Paper
Confidential
No
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?
Yes
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Agency Shared Drives; Offender Management System
Hardware Description
SQL Servers
Software Description
Word, excel, adobe, audio, video recordings; IBM mainframe
System Location
Shared drives are located on the state servers.
Backup Procedures
Nightly job runs that create a backup of each individual database. Back ups are kept on the server.
Disaster Recovery
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.
RDA Comments
Records Management Division (RMD)
08-24-2023
No recommended changes.
Tennessee State Library and Archives
08-29-2023
No recommended changes.
Comptroller Audit Review
08-25-2023
We have reviewed RDA 2244 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-30-2023
No recommended changes
RMD Director
01-11-2024
RDA 2244 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2244.
Public Records Commission
04-24-2024
PRC approves RDA 2244