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
Cut Off at End of
If Other, Explain
Date of death of the offender
Total Retention Years
Total Retention Months
Retention End Action
Record series is cut off upon death of the offender. Records are transferred over to Central Office Archives where they are maintained for the life of the retention. Upon expiration of retention records will be purged according to state approved methods for confidential record destruction.
6404 Centennial Blvd, Nashville, Tn 37209
Numeric/ Offender Number
Media Format Generated
15 cu.ft, 05 MB
1000 cu.ft, 20 MB
Information Shared Outside the State
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Electronic Records Plan Inventory
Word based program; Capture
Data Center South
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
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11299 from an audit standpoint. We concur with the recommended retention and disposition specifications.
RDA 11299 is a request to create an RDA. The retention period will be fifteen years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11299.