An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW-U19
Effective Date
Record Series Abstract
Records include, but are not limited to: reports, supporting documentation, information on the scene of the incident, and correspondence. These records pertain to minor offenses such as traffic citations, parking tickets, etc. Records that pertain to major offenses will be kept under SW-U20 (University Police Case File).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon closure of incident or investigation
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be maintained in either paper or electronic format, provided the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of the Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. Maintained in agency for 5 years then destroyed.
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
Alpha/Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
2000 to current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
07-15-2021
No recommended changes.
Tennessee State Library and Archives
08-06-2021
No recommended changes.
Comptroller Audit Review
08-05-2021
We have reviewed RDA SW-U19 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-13-2021
Agency concurs.
RMD Director
08-18-2021
Statewide RDA SW-U19 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 Statewide RDA SW-U19.
Public Records Commission
10-25-2021
PRC approves RDA SW-U19.