An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11451
Effective Date
Record Series Abstract
Records related to offender risk and needs (RNA) assessments that are no longer filed in the inmate institutional record or the community supervision file. These documents include but are not limited to outdated RNA Offender Case Plan, RNA Interview Guide, outdated RNA Needs Report, Quality Assurance Reviews and additional records gathered for the purpose of completing the risk and needs assessment.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Record is cut off once the risk and needs report is completed and approved.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be maintained electronically by month and year that the assessment was completed. Records will be maintained for five years and then destroyed. Copies of the final documents signed by the offender will be placed in the inmate institutional record (for incarcerated inmates) or the community supervision file (for offenders on probation or parole).
Worksheet
Record Location
Electronic records are maintained on a network drive in a shared folder with limited access. Paper records will be scanned into the shared folder.
File Arrangement
Month, Year, and TDOC Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2018 to present
Agency
Allotment Code
32901
Annual Accumulation
100 MB
Current Volume
747.7 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Other law enforcement agencies
Essential Record
Yes - Original
Essential Record Stored
Electronically
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Shared folder on STS Servers
Hardware Description
All hardware is maintained in accordance with the current standards of STS.
Software Description
PDF versions of scanned records can be maintained in a shared folder on STS server.
System Location
Hardware is located onsite at TDOC Community Supervision Offices and Correctional Facilities across the state. Server is located at the State Data Center.
Backup Procedures
STS has backup procedures to back up data nightly.
Disaster Recovery
STS disaster recovery protocol will be followed to recover any data loss due to disaster.
Data Migration Description
STS protocol will be followed for any needed data migration.
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 11451 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-30-2023
No recommended changes
RMD Director
01-11-2024
RDA 11451 is a request to create an RDA. The retention period will be five years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11451.
Public Records Commission
04-24-2024
PRC approves RDA 11451