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TBI - Tennessee Incident Based Reporting System (TIBRS) Incident Report Offense

RDA Number
11066
Effective Date
Record Series Abstract
The record series includes forms, reports and databases detailing the Offense involved in crime incidents including location, reporting agency, time and date of a crime incident. This form is used by Law Enforcement Agencies to report information on Offense involved in crime incidents. In order to comply with the Federal Bureau of Investigation's security policy, state auditors will have a criminal background check performed and complete any Security Awareness Training required by such policy in order to review the records covered by this RDA for audit purposes.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon submission by reporting agency.
Total Retention Years
99
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The TIBRS form is submitted by the reporting agency in paper or electronic format. Electronic version will be verified for completeness and accuracy before destruction of any paper copy. Records are merged with case files for permanent retention within agency. Electronic records are stored within the TIBRS database system permanently as per law. The incident report must be retained by the submitting agency for the current three year TIBRS audit cycle. In order to comply with the Federal Bureau of Investigation's security policy, state auditors will have a criminal background check performed and complete any Security Awareness Training required by such policy in order to review the records covered by this RDA for audit purposes.
Record Location
901 R.S. GASS Blvd, Nashville, TN 37216
File Arrangement
Numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1997 to current
Annual Accumulation
Agency will provide an estimate or accurate information once it is available.
Current Volume
N/A
Record Value
Administrative
Historic
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Department of Justice
Essential Record
No
Confidential
No
Confidential Legal Citation
NO
Does this Record Series Contain Sensitive Information?
No
Agency Retention
3 years local, no expiration TBI
Records Center Retention Period
Not submitted to Records Center
System Name
Uniform Crime Reporting (UCRR)
Hardware Description
Hyper V Enterprise EMS VNX SAN (Virtual Servers access point)
Software Description
VNX 5400 Storage device for SQL Database of the enterprise SAN- MS Sequel Server - 2012
System Location
TBI Headquarters
Backup Procedures
Part of virtual server backed up nightly. Sequel backup - backed up to SAN / other servers. Daily, weekly, and monthly full backups are made.
Disaster Recovery
Once the disaster recovery plan is in place it will be utilized as part of any data migration plan. In development - DR site will be at OIR Data Center South.
Data Migration Description
N/A
Records Management Division (RMD)
09-03-2015
No recommended changes. Please provide data migration plan when available.
Tennessee State Library and Archives
09-03-2015
Consider removing historic value designation as the records will not be transferred to TSLA and will never be available for public research.
Comptroller Audit Review
09-02-2015
We have reviewed RDA 11066 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-10-2015
Tennessee Incident Based Reporting System (TIBRS). Due to the security and nature of the records kept TBI does not send any records or case files to the state records center. Since these are new files there is no accumulation or current volume on these files. These files will be kept for 99 years and then destroyed. TBI is not mandated by state audit requirements. However; TBI is internationally accredited through the Commission on Accreditation for Law Enforcement Agencies (CALEA) since 1994. The bureau has been successfully re-accredited every three years since 1997. There are 480 Standards that we have to meet. It is not mandated by laws or rules. These forms are collected electronically for historical purposes and the Crime Statistics Program is the source for the Crime Statistics Data requirements which provides the information for five of TBI's Annual Reports (Crime in Tennessee, Crime on Campus, Hate Crimes, Law Enforcement Officers Killed and Assaulted, School Crime Report, and Domestic Violence Report). Some TBI records are stored off-site at Iron Mountain and then they are backed-up at Data Center South. TBI stores file on the Virtual Server, HP Server running 2012R2 with MS Office. TBI does not have any metadata files. Due to the security and nature of the records kept TBI does not send any records or case files to the state records center. The TCA confidentiality of TBI records are: 10-7-504(2) General confidentiality 38-6-106 Requests to view records by Governor, Speaker of the House or Senate, and Supreme Court Justice are to be in writing (and not by a designee). 10-7-301 to 10-7-308 Overall records statutes
RMD Director
09-22-2015
RDA 11066 is a request for a new RDA. The records series will be generated in paper and electronic format. The record will be maintained permanently in electronic format. Recommend approval of RDA 11066
Public Records Commission
10-13-2015
PRC approves RDA 11066