Core Data
RDA Number
11507
Effective Date
Mon, 04/20/2026
Record Series Abstract
Probation, parole, and community supervision for life files on deceased sex offenders including: monthly reports, pre-sentence referral, arrest report, probation order, client introduction 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
Death of Offender
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the death of the sex offender, maintained for five years then destroyed by state approved methods. Files are generated in either paper or electronic format. Paper records can be scanned and destroyed upon verification of scanned copy for completeness.
Worksheet
Record Location
Various probation and parole offices across the state.
File Arrangement
alpha
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
1995 to present
Agency
Allotment Code
32901
Annual Accumulation
Approximately 10 Cubic Feet
Current Volume
50 Cubic Feet
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Other Law Enforcement Agencies
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
5 Years
Records Center Retention Period
0 years
Electronic Records Plan Inventory
System Name
ECM/FileNet
Hardware Description
Server
Software Description
Word based program
System Location
STS
Backup Procedures
Information is backed up nightly and preserved on the server.
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)
Wed, 02/11/2026
No recommended changes.
Tennessee State Library and Archives
Wed, 02/11/2026
No recommended changes.
Comptroller Audit Review
Fri, 02/13/2026
We have reviewed RDA 11507 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 02/23/2026
No further comments.
RMD Director
Tue, 02/24/2026
RDA 11507 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 11507.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 11507.
