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
Cut Off at End of
If Other, Explain
Cut of when the FSW or DRC closes the case for the offender.
Total Retention Years
Total Retention Months
Retention End Action
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.
Probation/parole and Day Reporting Centers across the state. Electronic images will be stored in Filenet
Active will be alphabetical order; inactive will be date range order based on when case was closed
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
1/2008 to Present
105 cubic feet
801 cubic feet
Information Shared Outside the State
Law enforcement agencies, sending/receiving states for interstate compact cases.
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
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Word based program
Electronic records are backed up nightly and maintained on the server for two days.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11410 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No further comments.
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.