An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2351
Effective Date
Record Series Abstract
Record series includes but is not limited to: Recordings used to monitor and record conversations on the offender telephone system. Examples include audio of offender recording, Call details, and Call history.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of Contract
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Recordings are generated and stored in real time as offender calls are placed. Recordings are kept on Global Tel Link maintained servers for the life of the contract plus seven years. For recordings where an incident is identified a duplicate copy is created and kept under the appropriate agency investigation RDA. Once the retention has expired records will be destroyed according to state approved methods.
Worksheet
Record Location
Various TDOC Facilities
File Arrangement
By Call
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2012 to Current
Agency
Allotment Code
32901
Annual Accumulation
2 gb
Current Volume
12gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Global-Tel-Link
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A 10-7-504 (8)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Retention Legal Citation
T.C.A 10-7-504 (8)
Electronic Records Plan Inventory
System Name
Inmate Calling Manager (ICMv)
Hardware Description
ICMv, Intel Core i3-4130 3.4 GHz Proc w/ 3MB Cache; 4.0 GB DDR3 SDRAM - 1DIMM; 16X DVD+/-RW SATA Drive; 500GB SATA Hard Drive 7200RPM; Windows 7 Professional Operating System., SMART 1500 UPS, OMNI750ISO UPS, Tenor AX IAD (Integrated Access Device)
Software Description
GTL ICMv is a hosted, fully integrated hardware/software inmate telephone control, monitoring, and recording system. Provides Local, InterLATA, IntraLATA, Interstate, and International service as desired by the facility.
System Location
GTL Data Centers in Dallas, TX, Houston, TX, and Mobile, AL
Backup Procedures
GTL's ITS solution is a centralized non-premise based system that is configured with built-in redundancy to reduce interruption of service and prevent data loss. The GTL platform operates automatically in a dynamic, real-time environment. As inmate calls are placed and completed, call records are created and saved in real-time to GTL's Primary Data Center in Texas. A redundant copy of the call record is automatically replicated to a dedicated SQL Replication Server located in the GTL Secondary Data Center Texas. Off-site call data records are further backed up to storage devices nightly for additional protection. All of the facility's ITS inmate call records remain archived off-line at the GTL Data Centers should the DOC need them
Disaster Recovery
As an ongoing part of daily GTL operations, GTL prepares for emergency restoration of facilities in unison. GTL has assembled plans and procedures to be followed during such an event in order to minimize the impact catastrophic network outages might otherwise have on their customers.
Data Migration Description
The audio data and call records for at each DOC facility for all recorded calls is digitally transmitted in real-time as inmate calls complete. GTL creates a Virtual private network to all facilities using Internet Protocol Virtual Private Network (IPVPN) technology. All sites are connected to the data centers using 128 bit AES or 3DES encrypted data links. All validation, call records, and audio recordings are thus encrypted when they traverse this network.
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 2351 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-09-2018
TDOC concurs
RMD Director
10-12-2018
RDA 2351 is a request to revise an RDA. The retention period will change from ninety days to seven years and destroy. The format will be electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2351.
Public Records Commission
10-30-2018
PRC approves RDA 2351.