An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11299
Effective Date
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
15
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
Worksheet
Record Location
6404 Centennial Blvd, Nashville, Tn 37209
File Arrangement
Numeric/ Offender Number
Media Format Generated
Both
Date Range
1960-current
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
No
Confidential
No
Confidential Legal Citation
10-7-0504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
15 years
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
SQL Server
Software Description
Word based program; Capture
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)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11299 from an audit standpoint. We concur with the recommended retention and disposition specifications.
RMD Director
10-12-2018
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.
Public Records Commission
10-30-2018
PRC approves RDA 11299.