An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11410
Effective Date
Record Series Abstract
Record series contains case files created by the forensic social worker and day reporting centers including biopsychosocial information, treatment plans, treatment notes/updates, release of information.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut of when the FSW or DRC closes the case for the offender.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Active case records will be stored in alphabetical order at the Probation Parole Office where the FSW is located or the DRC where offender reported. Once case has been closed, record will become inactive. Inactive records will be stored in date range order by case closed date and will be destroyed once retention has been met. Record may also be converted into electronic image and stored electronically for the remainder of the retention period.
Worksheet
Record Location
Probation/parole and Day Reporting Centers across the state. Electronic images will be stored in Filenet
File Arrangement
Active will be alphabetical order; inactive will be date range order based on when case was closed
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Date Range
1/2008 to Present
Agency
Allotment Code
32901
Annual Accumulation
105 cubic feet
Current Volume
801 cubic feet
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Law enforcement agencies, sending/receiving states for interstate compact cases.
Essential Record
Yes - Original
Essential Record Stored
Maintained at Probation and Parole Offices and Day Reporting Centers across the state. Paper records converted to electronic records will be stored in Filenet.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5
Records Center Retention Period
0
Retention Legal Citation
10-7-504
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
SQL Server
Software Description
Word based program
System Location
STS
Backup Procedures
Electronic records are backed up nightly and maintained on the server for two days.
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 STS and another electronic application is developed or purchased. At that time, STS 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)
04-01-2021
No recommended changes.
Tennessee State Library and Archives
04-08-2021
No recommended changes.
Comptroller Audit Review
04-09-2021
We have reviewed RDA 11410 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-12-2021
No further comments.
RMD Director
04-14-2021
RDA 11410 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 the request to create RDA 11410.
Public Records Commission
05-04-2021
PRC approves RDA 11410