An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11088
Effective Date
Record Series Abstract
ACTIVE AND INACTIVE PROBATION AND PAROLE FILES INCLUDING: MONTHLY REPORTS, PRE-SENTENCE REFERRAL, ARREST REPORT, PROBATION ORDER, CLIENT INRODUCTION SHEET, AND PAYMENT RECEIPT; PAROLE CERTIFICATE, VIOLATION REPORTS, CHRONOLOGICAL RECORDS, AND CORRESPONDENCE; FINGER PRINTS, PHOTOGRAPHS, PAROLE OFFICER REPORTS; RECEIPT BOOK FOR CRIMINAL INJURIES FUND PAYMENT INFORMATION SHEETS; APPOINTMENT CARD, MONTHLY AND WEEKLY ACTIVITY REPORT; INSPECTION ASSIGNMENT LIST; WORK PROJECT WEEKLY REPORTS AND COORDINATOR STATISTICAL REPORT; CR-3896, CR-3882, CR-3872, CR-3808, CR-3848
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off when interest is closed on the probation/parole term of supervision due to expiration, revocation, court ordered discharge, death of offender.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained in Agency for 5 years after cut off and then destroyed by state approved methods.
Worksheet
Record Location
Probation and Parole Offices located across the state.
File Arrangement
Alpha Numeric
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
1990 to current
Agency
Allotment Code
32901
Annual Accumulation
Approximately 1500 cu. ft.
Current Volume
Approximately 25,000 cu. ft.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Probation and Parole Offices in other States; Federal and State Law Enforcement Agencies
Essential Record
Yes - Original
Essential Record Stored
Probation and Parole Offices across the state
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
RDA Comments
Records Management Division (RMD)
04-01-2021
No recommended changes.
Tennessee State Library and Archives
04-08-2021
No recommended changes.
Comptroller Audit Review
04-10-2021
We have reviewed RDA 11088 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-12-2021
No further comments
RMD Director
04-14-2021
RDA 11088 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11088.
Public Records Commission
05-04-2021
PRC approves RDA 11088