Record Series Abstract
Record series consists of the following: allegations, investigations, and records produced by the Sexual Abuse Response Teams (SART)
Record Series Active
Cut Off at End of
If Other, Explain
Cut off upon prisoners release from incarceration, employees termination from employment, or final legal disposition for prosecuted employees.
Total Retention Years
Total Retention Months
Retention End Action
Maintain for five (5) years after cut off, then destroy by state-approved method.
Tennessee Department of Correction offices and servers
Media Format Generated
2013 to current
20 MB and 2 cu. ft.
48MB and 20 cu. ft.
Information Shared Outside the State
United States Department of Justice
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
42 U.S.C. 15607(c)(2)
Electronic Records Plan Inventory
Prison Rape Elimination Act (PREA)
SQL Server 2008
Windows 2008 R2 Server
OIR South Data Center
a job is run nightly that creates a backup of the individual databases. Three days of backups are kept on the Server. OIR backs up the server on nightly bases which includes the current three days of backups for each database
Back up data will be used to restore application information to server.
Data Migration Description
The records within the PREA application will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT 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 the data integrity is the highest priority when migrating the information from one application to another, to ensure the value of the data is not lost in the process.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11056 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 11056 is a request for a new RDA. The retention period will be five years and the format will be paper/electronic. Recommend approval of RDA 11056.