An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11496
Effective Date
Record Series Abstract
Records generated during the victim/offender dialogue program. Records included but not limited to: Case study summary, referral information, Evaluations, release and condition.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the end of the referral/program, maintain five years then destroy.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be cut off at the end of the referral/program, maintained in Agency for five years in either paper or electronic format, then destroyed. Paper records may be converted to electronic format and destroyed after electronic records have been verified for accuracy and completeness.
Worksheet
Record Location
TDOC Central Office, Victim Services Division, 320 6th Avenue North, Nashville, TN 37243.
File Arrangement
TDOC Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2012 to present
Agency
Allotment Code
329.01
Annual Accumulation
1.0 MB; .5 cubic feet
Current Volume
7.76 MB; 1.0 cubic foot
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Electronic records are stored on an STS approved shared drive.
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
None
Electronic Records Plan Inventory
System Name
Agency Shared Drive
Hardware Description
SQL Server
Software Description
PDFs
System Location
STS Data Center
Backup Procedures
STS servers are backed up nightly.
Disaster Recovery
Backup 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 TDOC. TDOC will coordinate with STS to ensure data exchanges between the current and new application are acceptable.
RDA Comments
Records Management Division (RMD)
03-13-2025
No recommended changes.
Tennessee State Library and Archives
03-17-2025
No recommended changes.
Comptroller Audit Review
03-17-2025
We have reviewed RDA 11496 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-18-2025
No further changes recommended.
RMD Director
03-25-2025
RDA 11496 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 11496.
Public Records Commission
04-21-2025
PRC approves RDA 11496