An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11292
Effective Date
Record Series Abstract
Records include but are not limited to: records regarding potential criminal incidents involving the Department of Mental Health. The agency creates these records and copies are given to TBI in an ongoing investigation. The records contain the incident reported on the Witness Statement form that was given to the facility investigator. Including form titles: Witness Statement.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Completion of Investigation and any resulting Legal Proceedings
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain for ten years after completion of investigation and any resulting legal proceedings and then destroy. The agency creates these records and copies are given to TBI as part of an ongoing investigation. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy.
Worksheet
Record Location
At each of the Regional Mental Health Institutes, Administration: Middle MHI - 221 Stewarts Ferry Pk, Nashville, TN 37214. Western MHI - 11100 Hwy 64, Bolivar, TN 38008. Moccasin Bend MHI - 100 Moccasin Bend Rd, Chattanooga, TN 37405. Memphis MHI - 951 Court Ave, Memphis, TN 38103.
File Arrangement
Alphabetical
Media Format Generated
Both
Date Range
2012 - current
Agency
Allotment Code
339
Annual Accumulation
0.5 cu. ft. 1 Gigabyte
Current Volume
2.0 cu. ft. 1 Gigabyte
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Regional Mental Health Institutes @ Nashville, Chattanooga, Bolivar and Memphis.
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
T.C.A. 33-3-103 & 10-7-504(a)(2)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Oracle file servers
Hardware Description
The electronic records are stored in folders on a strategic technology solutions (sts) server. All hardware for maintaining the record series shall be maintained in accordance with the current standards of STS.
Software Description
Documents and metadata are captured by using multi-function devices and scanning the document by pressing the appropriate button on the multi-function device using Lexmark document distributor software.
System Location
The electronic records are kept on a server maintained and supported by STS at their Data Center, 901 5th Ave N, Nashville, TN. 37243.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of STS, located in the 901 5th Ave N, STS Building, Nashville, TN. 37243. Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The agency shall have a detailed disaster recovery plan for the system in accordance with the current standards of STS. The disaster recovery plans shall be reviewed annually.
Data Migration Description
Documents are scanned to the state network to a folder on a STS server. The metadata captured at the time of scan is stored in a Microsoft SQL server database and is deleted at the 10 year retention disposition.
RDA Comments
Records Management Division (RMD)
03-29-2018
Please explain who initially conducts the investigation. Consider revising RDA to include all internal investigations. Cut off should be more specific to record series. Expand abstract to describe what is contained in the record series. Missing Audit requirements. Please confirm if these records are confidential. Data migration description states 10 year retention, does not match up with Total Retention listed in Core Data.
Tennessee State Library and Archives
03-29-2018
TSLA concurs in RMD comments.
Comptroller Audit Review
03-29-2018
Audit concurs with RMD comments.
Agency Records Officer
04-02-2018
We concur. Record Series: Tennessee Bureau of Investigation (TBI) Investigations. Record Series Abstract: Records include but are not limited to: the Department of Mental Health creates these records and copies are given to TBI in an ongoing investigation. The records contain the incident reported on the Witness Statement form that was given to the facility investigator. Including form titles: Witness Statement. The files are to be cut off at the end of each calendar year. Are records subject to fiscal audit? No. These records are not confidential. Data migration description should state 5 year retention.
RMD Director
04-03-2018
RDA 11292 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11292 with the following changes: Title: Tennessee Bureau of Investigation (TBI)/Criminal Investigations Records Series Abstract: Records include but are not limited to: records regarding potential criminal incidents involving the Department of Mental Health. The agency creates these records and copies are given to TBI in an ongoing investigation. The records contain the incident reported on the Witness Statement form that was given to the facility investigator. Including form titles: Witness Statement. Cut Off: Completion of Investigation and any resulting Legal Proceedings Total Retention: 10 Years Disposition Notes: Maintain for ten years after completion of investigation and any resulting legal proceedings and then destroy. The agency creates these records and copies are given to TBI as part of an ongoing investigation. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. Audit Requirements: State Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103 & 10-7-504(a)(2) (Agency agreed to Director Recommendations on 4/6/2018)
Public Records Commission
04-25-2018
PRC approves RDA 11292 with following changes: Title: Tennessee Bureau of Investigation (TBI)/Criminal Investigations Records Series Abstract: Records include but are not limited to: records regarding potential criminal incidents involving the Department of Mental Health. The agency creates these records and copies are given to TBI in an ongoing investigation. The records contain the incident reported on the Witness Statement form that was given to the facility investigator. Including form titles: Witness Statement. Cut Off: Completion of Investigation and any resulting Legal Proceedings Total Retention: 10 Years Disposition Notes: Maintain for ten years after completion of investigation and any resulting legal proceedings and then destroy. The agency creates these records and copies are given to TBI as part of an ongoing investigation. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. Audit Requirements: State Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103 & 10-7-504(a)(2) (Agency agreed to Director Recommendations on 4/6/2018)