Record Series Abstract
FILES CONTAIN RECORDS RELATING TO CRIMINAL VIOLATIONS SUCH AS: CASE TIME AND EXPENSE LOG, INVENTORY RECORDS OF SEIZED VESSEL OR VEHICLE, INVENTORY OF SEARCH, EVIDENCE DISP. REPORT,REPORT OF ASSET SEIZURE.BUT NOT LIMITED TO THESE RECORDS.
Record Series Active
Cut Off at End of
If Other, Explain
At Case closure.
Total Retention Years
Total Retention Months
Retention End Action
FILES ARE GENERATED AND MAINTAINED IN PAPER AND ELECTRONIC. THE FILES ARE CUT OFF AT THE END OF CASE CLOSURE, THEN MAINTAINED IN AGENCY FIVE (5) YEARS, THEN DESTROYED. Files are generated in both paper and electronic format. The records will be maintained in agency for 5 years once closed. Paper will be converted into electronic format. Paper will be destroyed after verification of electronic documents is completed.
500 James Robertson Pkwy, 3rd Floor Nashville TN 37243-Paper/ Electronic stored-STS Data Center North and South
Numeric by year
Media Format Generated
2012 - current
2 cubic feet-paper, electronic 1-Gigabytes
14 cubic feet-paper, 5 gigabytes electronic
Information Shared Outside the State
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Until case closure, retained five years after closure, then destroyed
Records Center Retention Period
Retention Legal Citation
Electronic Records Plan Inventory
Law Enforcement Case Number Database
Windows Servers Virtual Machines (VM)
Microsoft Windows Server 2012r2
STS Data Center North and South
Server and File Level Backups STS performs two levels of backups for Server and File Backups. File level backup, of individual files and folders oIt is performed on the server Monday through Friday. Image level backup, of an entire server oIt is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years. SQL Server Database Backups SQL Server Databases are replicated between South Data Center and the North Data Center for data integrity, consistency and recovery, and then backups are performed as followed: File level backup, of individual files and folders oIt is performed on the server Monday through Friday. Image level backup, of an entire server oIt is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years
STS conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR's North Data Center for both operations and data. If both OIR's South Data Center and OIR's North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Records Officer and the IT Director. The IT Director will provide information and guidance to the Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The IT Director will advise and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2261 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 2261 is a request to revise an RDA. The retention period will change from ten years and destroy to five years and destroy. The format will change from paper to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2261.
Public Records Commission
PRC approves RDA 2261.