An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11087
Effective Date
Record Series Abstract
TN offender management system is an electronic data base that includes but is not limited to the following: offender historical information, inmate movement, sentencing, warrant tracking, educational info, probation and parole, and jobs informaton. These records also include the database records produced from historical programs that are no longer used but data has been retained.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off at end of each day when back up is compiled.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Data is stored permanently, but is backed up each day to an offsite location. Historical systems are maintained permanently as well. OBSCIC information is stored on microfiche but is in the process of being converted to PDFs to store on the STS NAS Drive for permanent retention. Once microfiche has been converted and verified for completeness and accuracy, the microfiche will be destroyed.
Worksheet
Record Location
IBM Data Center in Boulder, CO; TN STS NAS drive system
File Arrangement
TDOC number
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Other
Media Format Stored Summary
Electronic: Text
Film: Microfiche
Date Range
1970s to present
Agency
Allotment Code
32901
Annual Accumulation
20 GB
Current Volume
147 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
State, Local and Federal law Enforcement Agencies; Felony Offender Information Lookup; Public Records Requests.
Essential Record
Yes - Original
Essential Record Stored
IBM Data Center in Boulder, CO and TN STS NAS Drive
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Electronic Records Plan Inventory
System Name
TOMIS; OBSCIC
Hardware Description
IBM Mainframe; STS NAS Drive
Software Description
COBOL, CICS, DB2, Adobe PDFs
System Location
IBM Data Center in Boulder, CO, STS Data Center
Backup Procedures
Database is backed up nightly and sent to an offsite location
Disaster Recovery
Backup can be restored within 48 hours to alternate mainframe.
Data Migration Description
The records within the TOMIS system will be migrated to another electronic offender records management system when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic offender records management system is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current system (TOMIS) and the new system. 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 system to another, to ensure the value of the data is not lost in the process.
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 11087 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-18-2025
No further recommended changes.
RMD Director
03-25-2025
RDA 11087 is a request to revise an RDA. The retention period will remain permanent. The format will be electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11087.
Public Records Commission
04-21-2025
PRC approves RDA 11087