An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11453
Effective Date
Record Series Abstract
This series includes the TBI Drug Offender Registry as outlined in TCA 39-17-436. The registry shall consist of the person's name, date of birth, offense or offenses requiring the person's inclusion on the registry, the conviction date and county of those offenses.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon Conviction
Total Retention Years
15
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
This record series will cut-off when an individual is removed from the registry and will be retained for 15 years. Records in this series are generated in paper and/or electronic format, however; any paper copy may be destroyed once verification for completion and accuracy is complete. The underlying judgments and documentation used for placement on the DOR are maintained in separate computerized criminal repositories and kept indefinitely. RDA 1686 (State Identification File) governs the disposition of those records. Under RDA 1686, the records shall be maintained active until death, or the subject reaches ninety-nine (99) years of age.
Worksheet
Record Location
901 R.S. Gass Blvd., Nashville, TN 37216
File Arrangement
Alpha
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Spreadsheet/Database
Date Range
2005 to current
Agency
Allotment Code
34800
Annual Accumulation
1832.93 MB
Current Volume
16814.21 MB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Law Enforcement Agencies and the Public
Essential Record
Yes - Original
Essential Record Stored
Tennessee Bureau of Investigation, 901 R.S. Gass Blvd., Nashville, TN 37216
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
15 years
Retention Legal Citation
39-17-436 TBI Drug Offender Registry
Electronic Records Plan Inventory
System Name
DOR - TBI/TID (Technology and Innovation Division) Data Storage Complex.
Hardware Description
The DOR is stored on the TBI data storage complex which is comprised of high availability Dell EMC VMAX Flash storage units.
Software Description
The DOR's repository is maintained on Microsoft SQL Server databases. The database is configured as High Availability Cluster. The database is monitored or integrity, performance, and growth by TBI Database Administration.
System Location
DOR - 901 R.S Gass Blvd., Nashville, TN 37216.
Backup Procedures
The Drug Offender Registry procedure: TBI TID System and Data Recovery Summary. Regularly schedule routines performing automate backups to the TBI TID Data Storage complex. This storage complex actively replicates all production data from the TBI Central Data Center to the alternate State of Tennessee DR Data Center. This creates primary and alternate source of data backup for repositories. Either of these data backups, local or replicated can be used for local recovery of databases. The Information Systems and CJIS Divisions also maintain an alternate processing site for redundant backup of critical systems in the State of Tennessee Data Center located in Smyrna. The backup and restoration of systems critical and non-critical, are continuously backed up and are capable of being restored simultaneously.
Disaster Recovery
The Drug Offender Registry Disaster Recovery: TBI TID System and Data Recovery Summary. Routines are Regularly scheduled for automated backups to the TBI TID Data Storage complex. This storage complex actively replicates all production data from the TBI Central Data Center to the alternated State of Tennessee DR Data Center. This creates primary and alternate source of stat backup for repositories. Wither of these data backups, local or replicated can be used for local recovery of databases. The Information Systems and CJIS Divisions also maintain an alternate processing site for redundant backup of critical systems in the State of Tennessee Data Center located in Smyrna. The backup and restoration of systems is such that all production systems, critical and non-critical, are continuously backed up and are capable of being restored simultaneously.
Data Migration Description
The Drug Offender Registry is considered critical to the operations of TBI information systems and is included in the state approved TBI Disaster Recovery plan.
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 11453 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-29-2023
Concur.
RMD Director
08-31-2023
RDA 11453 is a request to create an RDA. The retention period will be fifteen years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11453.
Public Records Commission
09-28-2023
PRC approves RDA 11453.