Record Series Abstract
Official record copy and development of TDOC policies and procedures, with the exception of reviewer's comments, maintained by the Agency for reference purposes.
Record Series Active
Cut Off at End of
If Other, Explain
Approval of Internal Policy and Procedure
Total Retention Years
Total Retention Months
Retention End Action
Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records will be maintained permanently in Agency after cut off.
Media Format Generated
1950 to Current
2 cu. ft, 5MB
72 cu ft. 75MB
Information Shared Outside the State
Yes - Original
Essential Record Stored
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
WINDOWS VIRTUAL SERVER PROVIDED BY STS
WINDOWS SERVER 2012 R2
STS SOUTH DATA CENTER
Data on server is backed up nightly, Filelevel and VMDK backups are backed up locally and replicated to the other datacenter for 30days
Once a week agency does VMDK backup. BI01SDCWF00001 gets its VMDK backup on Sunday morning at 7pm. If agency needs the complete server restored due to a server failure or software failure, agency can restore the server from the VMDK backup back to how the server was on the following Sunday
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)
Agency has provided RMD with a revised electronic record plan. RDA has been updated to reflect new Electronic Record Plan information.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA ID 2621 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
TDOC concurs with the recommendation and has provided an updated Electronic Records Plan.
RDA 11368 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11368.