An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11409
Effective Date
Record Series Abstract
ACTIVE AND INACTIVE PROBATION, PAROLE, AND COMMUNITY SUPERVISION FOR LIFE FILES FOR SEX OFFENDERS INCLUDING: MONTHLY REPORTS, PRE-SENTENCE REFERRAL, ARREST REPORT, PROBATION ORDER, CLIENT INRODUCTION SHEET, AND PAYMENT RECEIPT; PAROLE CERTIFICATE, VIOLATION REPORTS, CHRONOLOGICAL RECORDS, AND CORRESPONDENCE; FINGER PRINTS, PHOTOGRAPHS, PAROLE OFFICER REPORTS; RECEIPT BOOK FOR CRIMINAL INJURIES FUND PAYMENT INFORMATION SHEETS; APPOINTMENT CARD, MONTHLY AND WEEKLY ACTIVITY REPORT; INSPECTION ASSIGNMENT LIST; WORK PROJECT WEEKLY REPORTS AND COORDINATOR STATISTICAL REPORT; CR-3896, CR-3882, CR-3872, CR-3808, CR-3848
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off at expiration of sentence, court ordered discharge, revocation, death of offender, interest closed in case.
Total Retention Years
25
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be cut off at expiration of sentence, court ordered discharge, revocation, death of offender, or when interest is closed in the case. Records will be maintained in either paper or electronic format for 25 years then destroyed. Paper records will be maintained at the Community Supervision Office that supervised the offender. Paper records may be scanned into the official electronic format using established protocol and properly verified for completeness, legibility, and accuracy. Once verification has been completed, paper records can then be destroyed
Worksheet
Record Location
Various TDOC-Community Supervision Offices across the State of Tennessee. Electronic records will be stored in FileNet.
File Arrangement
Numerical Order
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Other
Date Range
1995 to present
Agency
Allotment Code
32901
Annual Accumulation
54 Cubic Feet
Current Volume
1160 Cubic Feet
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Other law enforcement agencies; treatment providers
Essential Record
Yes - Original
Essential Record Stored
Original record stored within the Agency. If paper records are converted to electronic format, paper record will be destroyed. Electronic record will be maintained using state approved electronic storage database, i.e. FileNet.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
25 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
ECM/Filenet
Hardware Description
SQL Server
Software Description
Word based program
System Location
STS
Backup Procedures
Information is backed up nightly and preserved on the server for two days.
Disaster Recovery
Back up data will be used to restore application information to server.
Data Migration Description
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. At that time, STS 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 11409 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 11409 is a request to create an RDA. The retention period will be twenty-five years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11409.
Public Records Commission
05-04-2021
PRC approves RDA 11409