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Offender Payroll Data

RDA Number
Effective Date
Record Series Abstract
Files include electronic Excel spreadsheets used to calculate offender pay during the offender's participation in TRICOR programs. Spreadsheet data includes, but is not limited to, hours worked, pay rate, training pay, gross wages, deposited savings amount, deductions and net pay. Deductions include PIE (Prison Industry Enhancement), WFD (Workforce Development), PIE Victim Restitution, and all savings.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Electronic files are cut off at the end of each fiscal year, maintained 10 years on agency HDrive, then destroyed by state-approved methods.
Record Location
TRICOR Central Office, Weiland Workforce Development Center, 6185 Cockrill Bend Circle, Nashville, TN 37209
File Arrangement
chronologically by month then by cost center
Media Format Generated
Date Range
1990 - current
Allotment Code
Annual Accumulation
300 mb
Current Volume
1.6 gb
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
TRICOR Central Office, Weiland Workforce Development Center, 6185 Cockrill Bend Circle, Nashville, TN 37209
Essential Record Media Type
Confidential Legal Citation
not applicable
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
Records Center Retention Period
not applicable
System Name
TRICOR Shared Drive H: (\\\AF08_Data) H:\Accounting\Offender Payroll\Monthly Payroll
Hardware Description
Hosted, standard virtual machine (VM) STS commodity-type server
Software Description
Microsoft Windows Operating System, file sharing authenticated through Active Directory - Domain 1135, TRICOR
System Location
STS South Data Center Lavergne, TN
Backup Procedures
Executed in accordance with the Tier/Level services provided by STS managed server team. A Daily backup is made and kept for 30 days and replicated each evening between the data centers.
Disaster Recovery
STS Block Model Storage IOPS, Gold, Platinum, or Silver Tier (TRICOR has subscriptions to all 3 but STS billing is not specific to a particular server instance.
Data Migration Description
Regular maintenance of operating system security and features upgrade patches managed and performed by for the STS-managed agency file servers at the State's South Data Center - Sunday from 3:00am to 6:00am is standard. TRICOR uses the standard schedule.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11359 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency is ready to proceed to receive final approval.
RMD Director
RDA 11359 is a request to create an RDA. The retention period will be ten years and destroy. The format will be electronic. Recommend approval of request to create RDA 11359.
Public Records Commission
PRC approves RDA 11359