An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2883
Effective Date
Record Series Abstract
ATTENDANCE LOG, LESSON PLANS, CLASS EVALUATION, TELEPHONE SERVICE PROVIDER FORM & DATA STORED WITHIN THE FACILITY TRAINING AND COMPLIANCE SYSTEM (FTACS)AND ACADIS
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain in agency 5 years then destroy by state approved methods.
Worksheet
Record Location
500 JAMES ROBERTSON PARKWAY DAVY CROCKETT TOWER NASHVILLE, TN 37243
File Arrangement
Alpha
Date Range
to
Agency
Allotment Code
33522
Annual Accumulation
.5 Cu. ft. and 1 MB
Current Volume
10 cu.ft. and 7.56 MB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
500 JAMES ROBERTSON PARKWAY DAVY CROCKETT TOWER NASHVILLE, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
Acadis
Hardware Description
Oracle virtual machine (VM) database
Software Description
Oracle Database (3.7GB Used)
System Location
South Data Center
Backup Procedures
Daily Incremental Backups - Backups only data that has change since that last incremental backup Full-Backup every weekend Monthly-Backup - are run on the last Friday of each month and stored to tape. The tape is then transferred a secure offsite location where it will be stored for 7 years
Disaster Recovery
Restore from Incremental-Backup Restore from weekly Full-Backup Restore from monthly Full-Backup
Data Migration Description
Records are submitted electronical in the Acadis system.
RDA Comments
Records Management Division (RMD)
05-26-2016
Please explain why a 5 year retention, when peace officer training records are kept for 85 years currently. 5/31/2016: Agency has provided retention explanation. No recommended changes.
Tennessee State Library and Archives
05-27-2016
TSLA concurs in RMD comments.
Comptroller Audit Review
05-26-2016
Audit concurs with RMD comments.
Agency Records Officer
05-31-2016
I spoke with TCI about the question and received the following explanation: TCI is a compliance organization, as opposed to a regulatory one, like the POST Commission, who maintains the peace officer training records. Also, the peace officer training records are required by statute to be kept for the life of the police officer from what I have been informed, and there is no statutory requirement to retain the records of Local Correctional Officers. TCI is a completely separate organization than the POST Commission and there are very different requirements for the retention of Police Officer records vs. Correctional Officer records, which seem to have no requirements. and Also, the RDA was originally approved for a retention period of only 4 years in 2001, and we actually revised it to 5 years to comply with the requests of Records Management. Please advise and thank you.
RMD Director
06-02-2016
RDA 2883 is a request to revise an RDA. The retention period will change from four years to five years and the format Paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2883.
Public Records Commission
06-22-2016
PRC approves RDA 2883