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Probation and Parole Community Supervision Files

RDA Number
Effective Date
Record Series Abstract
Active and inactive probation and parole files including: monthly reports, pre-sentence referral, arrest report, probation order, client introduction 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
Cut Off at End of
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
Total Retention Months
Retention End Action
Disposition Notes
Records are maintained in Agency for 5 years after cut off in paper or electronic format and then destroyed by state approved methods.
Record Location
Probation and Parole Offices located across the state.
File Arrangement
Alpha Numeric
Media Format Generated
Media Format Stored
Date Range
1990 to current
Allotment Code
Annual Accumulation
Approximately 1500 cu. ft.
Current Volume
Approximately 25,000 cu. ft.
Record Value
Audit Requirements
Information Shared Outside the State
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
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
System Name
Filenet or other approved storage solution
Hardware Description
SQL Server
Software Description
Word, excel, adobe
System Location
Data center
Backup Procedures
Nightly job is run to create back ups of each individual database. Backups are kept on the server.
Disaster Recovery
Back up data will be used to restore application information to server.
Data Migration Description
The records within the database will be migrated to another electronic application if it is determined that the existing system no longer meets the requirements of TDOC and/or STS. At that time, TDOC and STS 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 system. Preserving data integrity is the highest priority when migrating from one system to another system.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11088 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes
RMD Director
RDA 11088 is a request to revise an RDA. The retention period will remain five 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 11088.
Public Records Commission
PRC approves RDA 11088