An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11383
Effective Date
Record Series Abstract
Record series includes but is not limited to the Expungement Database and Sex Offender Registry.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are maintained permanently in all registries and databases. There are paper and electronic formats in the registries and databases, however; any paper copy might be destroyed once verification for completion and accuracy is completed.
Worksheet
Record Location
901 R.S. Gass Blvd., Nashville, TN 37216
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1995 to current
Agency
Allotment Code
34800
Annual Accumulation
63,603GB
Current Volume
805 GB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Law Enforcement Agencies and the public
Essential Record
Yes - Original
Essential Record Stored
Tennessee Bureau of Investigation, 902 R.S. Gass Blvd., Nashville, TN 37216
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
38-6-118 Expunged criminal offender and pretrial diversion database. 39-17-436 Bureau of Investigation registry. 40-39-206 Centralized record system noncompliance data privacy liability rules. 40-39-204 Data repository; reporting and exemptions; re-incarceration; travel out of the country.
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Permanent
Records Center Retention Period
Permanent
Retention Legal Citation
permanent
Electronic Records Plan Inventory
System Name
TBI/TID (Technology and Innovation Division) Data Storage Complex
Hardware Description
These repositories are stored on the TBI data storage complex which is comprised of high availability Dell EMC VMAX Flash storage units.
Software Description
These repositories are maintained on Microsoft SQL Sever databases. The databases are configured as High Availability Cluster. The databases are monitored for integrity, performance, and growth by TBI Database Administration.
System Location
901 R.S. Gass Blvd., Nashville, TN 37216
Backup Procedures
TBI TID System and Data Recovery Summary.
Individual Registry Repositories have regularly schedule routines performing automated registry backups to the TBI TID Data Storage complex. This storage complex actively replicates all production data from the TBI Central Data Center to the alternate State of Tennessee DR Data Center. This creates primary and alternate source of data backup for repositories. Either of these data backups, local or replicated can be used for local recovery of registry databases.
The Information Systems and CJIS Divisions also maintain an alternate processing site for redundant backup of critical systems in the State of Tennessee Data Center located in Smyrna. TEMA also maintains a backup of the critical TBI communications systems.
The backup and restoration of systems is such that all production systems, critical and non-critical, are continuously backed up and are capable of being restored simultaneously.
Individual Registry Repositories have regularly schedule routines performing automated registry backups to the TBI TID Data Storage complex. This storage complex actively replicates all production data from the TBI Central Data Center to the alternate State of Tennessee DR Data Center. This creates primary and alternate source of data backup for repositories. Either of these data backups, local or replicated can be used for local recovery of registry databases.
The Information Systems and CJIS Divisions also maintain an alternate processing site for redundant backup of critical systems in the State of Tennessee Data Center located in Smyrna. TEMA also maintains a backup of the critical TBI communications systems.
The backup and restoration of systems is such that all production systems, critical and non-critical, are continuously backed up and are capable of being restored simultaneously.
Disaster Recovery
TBI TID System and Data Recovery Summary.
Individual Registry Repositories have regularly schedule routines performing automated registry backups to the TBI TID Data Storage complex. This storage complex actively replicates all production data from the TBI Central Data Center to the alternate State of Tennessee DR Data Center. This creates primary and alternate source of data backup for repositories. Either of these data backups, local or replicated can be used for local recovery of registry databases.
The Information Systems and CJIS Divisions also maintain an alternate processing site for redundant backup of critical systems in the State of Tennessee Data Center located in Smyrna.
The backup and restoration of systems is such that all production systems, critical and non-critical, are continuously backed up and are capable of being restored simultaneously.
Individual Registry Repositories have regularly schedule routines performing automated registry backups to the TBI TID Data Storage complex. This storage complex actively replicates all production data from the TBI Central Data Center to the alternate State of Tennessee DR Data Center. This creates primary and alternate source of data backup for repositories. Either of these data backups, local or replicated can be used for local recovery of registry databases.
The Information Systems and CJIS Divisions also maintain an alternate processing site for redundant backup of critical systems in the State of Tennessee Data Center located in Smyrna.
The backup and restoration of systems is such that all production systems, critical and non-critical, are continuously backed up and are capable of being restored simultaneously.
Data Migration Description
These repositories are considered critical to the operations of TBI information systems and are included in the state approved TBI Disaster Recovery plan.
RDA Comments
Records Management Division (RMD)
08-24-2023
No recommended changes.
Tennessee State Library and Archives
08-29-2023
No recommended changes.
Comptroller Audit Review
08-25-2023
We have reviewed RDA 11383 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-29-2023
Concur.
RMD Director
08-31-2023
RDA 11383 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11383.
Public Records Commission
09-28-2023
PRC approves RDA 11383.