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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2885
Database ID: 1086
Record Series Title: Local jail inspection files
Record Series Abstract: Inspection report, annual data sheet, square foot & capacity reports, exit interview with jail personnel, plan of corrective action reports, copies of facility certification, architectural plan approval letters, pre-employment waiver requests.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency for 7 years, then destroy by state approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1086
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: 2009 - current
Annual Accumulation: 1.5 cu. ft./ 1.5 GB
Current Volume: 32 cu. ft./ 3.16 GB
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 45
Past Year: 40
2 - 5 Years: 30
Over 5 Years: 25
Data Update Frequency: Weekly
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: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: N/A
Agency Retention - Years Inactive: 7 YEARS
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Network shared volume \\\\\\\\ag03sdcwf00519\\\\AF09\\\\Data
IT-ABC Number: Provided by General Services per IT at Dept. of C
Hardware Description: Virtual machine (VM) database
Software Description: Network shared volume
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: Digitized data is stored on the network shared volume
Metadata Description: Records are stored as a pdf, jpg, png, gif, docx, and xlsx of variable length.
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 No recommended changes.
Tennessee State Libary and Archives: 05-27-2016 No recommended changes.
Comptroller Audit Review: 2016-05-26 We have reviewed RDA 2885 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-31-2016 Thank you.
RMD Director Recomendations: 06-02-2016 RDA 2885 is a request to revise an RDA. The retention period will remain seven years and the format change to paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2885.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 2885
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1086 2885 2016-06-22 Approved