An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11371
Effective Date
Record Series Abstract
TDOC OFFENDER INCIDENT REPORT FORMS THAT RECORD SIGNIFICANT EVENTS OCCURRING WITHIN THE DEPARTMENT'S JURISDICTION. INCLUDING, BUT NOT LIMITED TO, Critical Incidents, Weapons, and Use of Force.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off at expiration of sentence.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
When an incident occurs, a report is completed and the summary of the incident is entered into the Offender Management System. Incident Report Forms are maintained in Agency for 5 years after cut off then destroyed. Electronic summary is maintained permanently in the Offender Management System under RDA #11087.
Worksheet
Record Location
Various
File Arrangement
Offender Name and Number
Media Format Generated
Both
Date Range
2012 to Current
Agency
Allotment Code
32901
Annual Accumulation
.5 cu ft. 10mb
Current Volume
2.5 cu. ft. 50mb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Various
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Offender Management System
Hardware Description
IBM Mainframe
Software Description
Database is backed up nightly and sent to an offsite location
System Location
Backup can be restored within 48 hours to alternate mainframe.
Backup Procedures
The records within the TOMIS system will be migrated to another electronic offender records management system when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic offender records management system is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current system (TOMIS) and the new system. Data conversion will be required in order to format the current data values into the format
Disaster Recovery
Backup can be restored within 48 hours to alternate mainframe.
Data Migration Description
The records within the TOMIS system will be migrated to another electronic offender records management system when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic offender records management system is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current system (TOMIS) and the new system. 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 system to another, to ensure the value of the data is not lost in the process.
RDA Comments
Records Management Division (RMD)
10-17-2019
No recommended changes.
Tennessee State Library and Archives
10-17-2019
No recommended changes.
Comptroller Audit Review
10-17-2019
We have reviewed RDA ID 2592 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-21-2019
TDOC concurs
RMD Director
10-26-2019
RDA 11371 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11371.
Public Records Commission
11-12-2019
PRC approves RDA 11371.