An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11197
Effective Date
Record Series Abstract
This records series includes paper and electronic documents related to investigations of offenders. Records include, but not limited to: investigation notes, documentation, audio/video recordings, and transcripts.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Closure of investigation
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Once case is resolved, records will be maintained in Agency for ten years in paper or electronic format. After ten years, records will destroyed by State approved methods for confidential records. Records generated in paper format may be scanned. Once scanned copy has been verified for completeness and accuracy, paper record can be destroyed by state approved method.
Worksheet
Record Location
Various correctional facilities or administrative offices throughout the state
File Arrangement
alpha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Email
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Email
Electronic: Other
Paper: Sheet
Date Range
2015 to current
Agency
Allotment Code
32901
Annual Accumulation
15 cubic feet, 30 MB
Current Volume
98 cubic feet, 200 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Stored
Electronic records will be stored in a secured, shared folder on the state network.
Confidential
Yes
Confidential Legal Citation
T.C.A. 10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 years
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 10-7-504
Electronic Records Plan Inventory
System Name
Agency Share Drive
Hardware Description
SQL Server
Software Description
Audio recordings and video; electronic records in PDF format
System Location
STS Data Center
Backup Procedures
A job is run nightly that creates a backup of the individual database. Backups are kept on the Server. STS backs up the server on nightly bases which includes the current backup for each database.
Disaster Recovery
Backup 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 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.
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 11197 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 11197 is a request to revise an RDA. The retention period will remain ten 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 11197.
Public Records Commission
04-21-2025
PRC approves RDA 11197