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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11003
Database ID: 1875
Record Series Title: Board of Parole Expired Offender Files
Record Series Abstract: Board Action Sheets, Parole Certificates, Offenders Pictures, Violation Reports, Correspondence, memos, etc.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are to be cut off at the end of the expiration of the offender's sentence then, convert paper documentation to imaging by scanning into FileNet. Once images have been verified, destroy all paper documents. FileNet files are to be kept for 5 years and then purge from system.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are to be cut off at the end of the expiration of the offender's sentence then, convert paper documentation to imaging by scanning into FileNet. Once images have been verified, destroy all paper documents. FileNet files are to be kept for 5 years and then purge from system.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1860
Record Location: 404 James Robertson Parkway Nashville, TN 37243
File Arrangement: Alpha/Numeric
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 2001 - 2010
Annual Accumulation: 160 gigabytes
Current Volume: 10 gigabytes
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 250
Past Year: 175
2 - 5 Years: 125
Over 5 Years: 100
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: FilNet Server
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 40-28-119
Media Recommendation: Other
Media Recommendation Other: FileNet
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 40-28-119
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Board of Parole Expired Offender Files
IT-ABC Number:
Hardware Description: Windows VM and phyiscal servers
Software Description: Content Manager 4.5
System Location: OIR DATA CENTER NORTH
Backup Procedures: On file with OIR.
Disaster Recovery: On file with OIR.
Data Migration Description: The Offender's Files will be placed into OIR FileNet system in the PDF format which is requested for medium confidence files format specified in the Electronics record policy. The curren FileNEt system will be migrated to OIR's Enterprise Content Management, to take advantage of the latest FileNet improvements.
Metadata Description: Board Action Files 350 MB PDF Parole Certificates 175 MB PDF Offenders Pictures 125 MB PDF Violation Reports 200 MB PDF Correspondence 210 MB PDF MEMOS 200 MB PDF
Contact Information
Contact Name: Diane Williams
Job Title: Records Officer
Address 1: 404 James Robertson Pwky
Address 2:
City: Nashville
Zip: 37243
Phone: 615-532-8093
Email: dianne.williams@tn.gov
Agency: Board of Parole
Agency Head: Ricahard Montgomery
Director:
Allotment Code: 324.02
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-13-2013 Approved prior to RDA web application implementation.
Tennessee State Libary and Archives: 03-13-2013 Approved prior to RDA web application implementation.
Comptroller Audit Review: 2013-03-13 Approved prior to RDA web application implementation.
Agency: 03-13-2013 Approved prior to RDA web application implementation.
RMD Director Recomendations: 03-13-2013 Approved prior to RDA web application implementation.
Signed Form Received: 2013-03-13
PRC Meeting Date: 03-13-2013
PRC Comments: Approved prior to RDA web application implementation.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1875 11003 2013-03-13 Approved
2021 11003 2015-06-23 Approved
2166 11003 2016-11-03 Approved
2469 11003 2018-10-30 Approved