Core Data
RDA Number
11299
Effective Date
Mon, 04/21/2025
Record Series Abstract
This record series includes but is not limited to institutional records and health records for deceased offenders. Documents include health file, institutional file, satellite files, and unit file for the offender.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Date of death of the offender
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record series is cut off upon death of the offender. Records are maintained in paper or electronic format. Paper records can be scanned will be destroyed once verified for accuracy and completeness. Health records are transferred to Central Office Archives where they are maintained for the life of the retention. Institutional files will be scanned on site at prison facilities. Upon expiration of retention records will be purged according to state approved methods for confidential record destruction.
Worksheet
Record Location
500 Deaderick St, Nashville, TN 37243, General Services Warehouse, and TDOC and CoreCivic facilities across the state of Tennessee.
File Arrangement
Numeric/ Offender Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1970s to present
Agency
Allotment Code
32901
Annual Accumulation
15 cu.ft, 05 MB
Current Volume
1000 cu.ft, 20 MB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Either paper or electronic format. Electronic records are stored in FileNet or another STS approved database.
Confidential
Yes
Confidential Legal Citation
10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 years
Records Center Retention Period
0
Retention Legal Citation
10-7-504
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
SQL Server
Software Description
Word based program; DataCap
System Location
Data Center South
Backup Procedures
a job is run nightly that creates a backup of the individual databases. Two days of backups are kept on the Server. OIR backs up the server on nightly bases which includes the current two days of backups for each database
Disaster Recovery
Back up 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)
Thu, 03/13/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 03/17/2025
No recommended changes.
Comptroller Audit Review
Tue, 03/18/2025
We have reviewed RDA 11299 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 03/18/2025
No further recommended changes.
RMD Director
Tue, 03/25/2025
RDA 11299 is a request to revise an RDA. The retention period will change from fifteen years and then destroy to 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 11299.
Public Records Commission
Mon, 04/21/2025
PRC approves RDA 11299
