An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2885
Effective Date
Record Series Abstract
Inspection report, annual data sheet, square foot & capacity reports, exit interview with jail personnel, plan of corrective action reports, copies of facility certification, architectural plan approval letters, pre-employment waiver requests.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic. The files are to be cut off at the end of each calendar year, maintain in agency 7 years, then destroyed by state approved methods.
Worksheet
Record Location
279D Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Alpha
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
2018 to Current
Agency
Allotment Code
31609
Annual Accumulation
1.5 cu. ft./ 1.5 GB
Current Volume
32 cu. ft./ 3.16 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
279D Stewarts Ferry Pike, Nashville, TN 37214
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
Network shared volume ag03sdcwf00519AF09Data
Hardware Description
Virtual machine (VM) database
Software Description
Network shared volume
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
Digitized data is stored on the network shared volume
RDA Comments
Records Management Division (RMD)
03-13-2025
No recommended changes.
Tennessee State Library and Archives
03-17-2025
No recommended changes.
Comptroller Audit Review
03-18-2025
We have reviewed RDA 2885 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2025
Thank You
RMD Director
03-25-2025
RDA 2885 is a request to revise an RDA. The retention period will remain seven years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2885.
Public Records Commission
04-21-2025
PRC approves RDA 2885