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Board of Parole Offender Files

RDA Number
Effective Date
Record Series Abstract
Board Action Sheets, Parole Certificates, Offenders Pictures, Board Hearing Material, Pictures,Victim Impact Statements, Evaluations, Revocation Material including Violation Reports, Correspondence, memos, electronic audio recordings of Board of Parole Hearings, electronic video recordings in support of opposition, and related records. The purpose of the record series is to set retention action for all Board of Parole offender records(electronic and paper).
Record Series Active
Cut Off at End of
If Other, Explain
Board of Parole active offender files will be cut off after expiration of sentence or death of offender.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Board of Parole paper offender records will be scanned into the official electronic format using established Agency protocol and properly verified for completeness, legibility, and accuracy. Once verification has been completed, paper documents will be sent to Richards and Richards to hold for ten (10) years, and then destroy. Paper files existing prior to 2019 will be scanned and properly verified within 5 years of PRC approval of this RDA. All electronic offender records will be maintained in the official electronic data storage and kept for 50 years after cut off, then destroyed by state approved methods.
Record Location
500 James Robertson Parkway, 4th Floor Davy Crocket Tower, Nashville, TN 37243
File Arrangement
Media Format Generated
Date Range
Allotment Code
Annual Accumulation
110 cubic feet paper, 6.5 gigabytes
Current Volume
1397 paper in cubic feet, 78 gigabytes, 2 microfilm rolls, 0 microfiche
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
FileNet/ECM Server
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Agency Retention
50 Years (Electronic Records)
Records Center Retention Period
10 Years for Paper Records.
System Name
ECM Filenet
Hardware Description
Servers used are Content/Process Engines and Application Engines.
Software Description
Windows IBM Filenet software, SQL Server and Websphere
System Location
South Data Center, 92 Weakly Avenue, Smyrna, TN 37267
Backup Procedures
Primary Isilon is at Data Center South and replicates to Data Center North.
Disaster Recovery
Electronic records are on STS ECM Filenet servers. Procedures are on file with the ECM Disaster Recovery Plan.
Data Migration Description
Follows STS data migration procedures
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11003 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No comments.
RMD Director
RDA 11003 is a request to revise an RDA. The retention period will change from five years to fifty years. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11003.
Public Records Commission
PRC approves RDA 11003.