Record Series Abstract
Record Series Will Consist Of Documents Pertaining To Administrative Functions To Include But Not Limited To; Commissary Records, Inventory Records, Receiving Records And Requisitions, Register Tapes And Daily Operating Reports; Tool Control Records; Armory Records; Permanent Issue Keys Control Records; Institution Identification Card Ledger; Authorization For Search Records; Facility Maintenance Records; Health Services Monthly Report; Security Check Ledgers; Inmate Visitation Holding Cell Record And Holding Cell Meal And Exercise Record; Fire, Safety And Sanitation Inspection Reports; Modified Diet Request; And Food Services Daily Refrigerator Daily Dishwasher Temperature Logs. Donation records, Sign in sheets for all TDOC locations; Drug testing logs; Meeting minutes, training rosters and training plans; programming records and advisory committee records not specifically related to an individual offender
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Records are generated and stored in paper. Retain in Agency 5 years from cut off then destroy by state approved method. Agency has not started scanning paper records yet but plans to in the future if space is needed. Once paper records have been converted to electronic format and verified for completeness and accuracy, paper record can be destroyed.
TDOC offices, prison facilities across the state, and TDOC warehouse.
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
2015 to Present
50 cu. ft.
2500 cu. ft.
Information Shared Outside the State
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Agency Shared Drives
word, excel, adobe, audio and or video recordings
Nightly job that creates a backup of the individual databases. Backups are kept on the server. STS backs up the server nightly which includes current backup for each database.
Backup data will be used to restore information to server.
Data Migration Description
The records within the shared drives 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. Another electronic application will be developed or purchased. At that time, STS staff will coordinate with the vendor/software supplier to map data exchanges between the current and new applications. 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 date is not lost in the process.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11085 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you for your time in reviewing this request.
RDA 11085 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11085.