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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2883
Database ID: 1084
Record Series Title: LOCAL CORRECTIONAL TRAINING FILES
Record Series Abstract: ATTENDANCE LOG, LESSON PLANS, CLASS EVALUATION, TELEPHONE SERVICE PROVIDER FORM & DATA STORED WITHIN THE FACILITY TRAINING AND COMPLIANCE SYSTEM (FTACS)AND ACADIS
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency 5 years then destroy by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1084
Record Location: 500 JAMES ROBERTSON PARKWAY DAVY CROCKETT TOWER NASHVILLE, TN 37243
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2011 - current
Annual Accumulation: .5 Cu. ft. and 1 MB
Current Volume: 10 cu.ft. and 7.56 MB
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 15
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 500 JAMES ROBERTSON PARKWAY DAVY CROCKETT TOWER NASHVILLE, TN 37243
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: N/A
Agency Retention - Years Inactive: 5 YEARS
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Acadis
IT-ABC Number: Provided by General Services per IT at Dept. of C
Hardware Description: Oracle virtual machine (VM) database
Software Description: Oracle Database (3.7GB Used)
System Location: South Data Center
Backup Procedures: • Daily Incremental Backups – Backups only data that has change since that last incremental backup • Full-Backup every weekend • Monthly-Backup – are run on the last Friday of each month and stored to tape. The tape is then transferred a secure offsite location where it will be stored for 7 years
Disaster Recovery: • Restore from Incremental-Backup • Restore from weekly Full-Backup •Restore from monthly Full-Backup
Data Migration Description: Records are submitted electronical in the Acadis system.
Metadata Description: Records are stored in an Oracle database.
Contact Information
Contact Name: ERICA SMITH
Job Title: RECORDS OFFICER
Address 1: 500 JAMES ROBERTSON PARKWAY
Address 2:
City: NASHVILLE
Zip: 37243
Phone: 615-253-8397
Email: erica.smith@tn.gov
Agency: TN Corrections Institute
Agency Head: Julie Mix McPeak
Director: Joanne Pogue
Allotment Code: 33522
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-26-2016 Please explain why a 5 year retention, when peace officer training records are kept for 85 years currently. 5/31/2016: Agency has provided retention explanation. No recommended changes.
Tennessee State Libary and Archives: 05-27-2016 TSLA concurs in RMD comments.
Comptroller Audit Review: 2016-05-26 Audit concurs with RMD comments.
Agency: 05-31-2016 I spoke with TCI about the question and received the following explanation: TCI is a compliance organization, as opposed to a regulatory one, like the POST Commission, who maintains the peace officer training records. Also, the peace officer training records are required by statute to be kept for the life of the police officer from what I have been informed, and there is no statutory requirement to retain the records of Local Correctional Officers. TCI is a completely separate organization than the POST Commission and there are very different requirements for the retention of Police Officer records vs. Correctional Officer records, which seem to have no requirements. and Also, the RDA was originally approved for a retention period of only 4 years in 2001, and we actually revised it to 5 years to comply with the requests of Records Management. Please advise and thank you.
RMD Director Recomendations: 06-02-2016 RDA 2883 is a request to revise an RDA. The retention period will change from four years to five years and the format Paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2883.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 2883
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1084 2883 2016-06-22 Approved