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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10161
Database ID: 1426
Record Series Title: Inmate Placement Program (IPP) Database
Record Series Abstract: Inmate Placement Program (IPP) Database is TRICOR’s Offender Management Database. It contains TRICOR specific programmatic information such as class completions, orientation completions, enrollment status, eligibility details, etc. It also includes information that is automatically deposited by the Tennessee Department of Correction's current Offender Management Database (called eTomis). The IPP database allows Program Team Members to record notes regarding interactions with TRICOR Program participants both pre and post release.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cutoff when offender's participation in a TRICOR Program ends, when the offender is released from TN Department of Correction institutional custody, or at the offender's death.
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are purged from the database 20 years after cut-off.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1426
Record Location: STS South Data Center, Lavergne TN
File Arrangement: alphabetically by offender's last name and by TOMI
Media Format Generated: Electronic
Media Format Stored: Electronic: Other
Date Range: 7/2000 - current
Annual Accumulation: varies
Current Volume: 23MB or 1/4 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 36
Past Year: 156
2 - 5 Years: 15
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies: n/a
Essential Record: Yes - Original
Essential Record Stored: STS South Data Center, Lavergne TN
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation: n/a
Media Recommendation: Current Format
Media Recommendation Other: n/a
Agency Retention: 20 years after cut-off
Agency Retention - Years Active:
Agency Retention - Years Inactive: 20
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: Inmate Placement Program \\ag03sdcwf00522.net.ads.state.tn.us\AF08_Data\Shared\IPP\InmateProgramsR3_be.mdb (H:\IPP) back end database \\ag03sdcwf00522.net.ads.state.tn.us\AF08_Data\Shared\IPP\Forms\In
IT-ABC Number: n/a
Hardware Description: Hosted, standard virtual machine (VM) STS commodity-type server
Software Description: Microsoft Access 2013 (Desktop Database) running on Microsoft Windows Operating System, file sharing authenticated through Active Directory - Domain 1135, TRICOR
System Location: STS South Data Center, Lavergne TN
Backup Procedures: Executed in accordance with the Tier/level services provided by STS managed server team. A Daily backup is made and kept for 30 days and replicated each evening between the data centers.
Disaster Recovery: STS Block Model Storage IOPS, Gold, Platinum, or Silver Tier (TRICOR has subscriptions to all three but STS billing is not specific to a particular server instance model.
Data Migration Description: Regular maintenance of operating system security and features upgrade patches managed and performed by for the STS-managed agency file servers at the State's South Data Center - Sunday from 3:00am to 6:00am is standard. TRICOR uses the STS standard schedule. Weekly data extracts from TDOC Tennessee Offender Management Information System (TOMIS) are imported to the IPP database to provide updates regarding TRICOR program participants.
Metadata Description: Properties: Type (MS Access Database), Location (path to .mdb file), Size (MB), MS-DOS Name (8 Char.), Created (date), Modified (date), Accessed (date), Attributes (RO, H, A, S) Summary: Title, Author, Company (TRICOR-State of Tennessee) Contents: Enumerated list of table names including system tables
Contact Information
Contact Name: Renea Vaughn
Job Title: Executive Assistant
Address 1: 6185 Cockrill Bend Circle
Address 2:
City: Nashville
Zip: 37209
Phone: 615-253-4908
Email: Renea.Vaughn@tn.gov
Agency: TRICOR
Agency Head: David Hart
Director: Julie Perrey
Allotment Code: 316.08
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-23-2018 No recommended changes.
Tennessee State Libary and Archives: 08-23-2018 No recommended changes.
Comptroller Audit Review: 2018-08-24 We have reviewed RDA 10161 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-28-2018 Thank you!!
RMD Director Recomendations: 09-04-2018 RDA 10161 is a request to revise an RDA. The retention period will change from two years to twenty years and destroy. The format will now be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10161.
Signed Form Received: 2018-08-28
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 10161.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1426 10161 2018-10-30 Approved