| Worksheet ID: |
1916 |
| Record Location: |
Tennessee Department of Correction offices and servers |
| File Arrangement: |
Alpha-numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2013 to current |
| Annual Accumulation: |
20 MB and 2 cu. ft. |
| Current Volume: |
48MB and 20 cu. ft. |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
10 |
| Past Year: |
5 |
| 2 - 5 Years: |
1 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Weekly |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
United States Department of Justice |
| Essential Record: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
Paper |
| Confidential: |
Yes |
| Confidential Legal Citation: |
TCA 10-7-504(8) |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
42 U.S.C. 15607(c)(2) |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Prison Rape Elimination Act (PREA) |
| IT-ABC Number: |
|
| Hardware Description: |
SQL Server 2008 |
| Software Description: |
Windows 2008 R2 Server |
| System Location: |
OIR South Data Center |
| Backup Procedures: |
a job is run nightly that creates a backup of the individual databases. Three days of backups are kept on the Server. OIR backs up the server on nightly bases which includes the current three days of backups for each database |
| Disaster Recovery: |
Back up data will be used to restore application information to server. |
| Data Migration Description: |
The records within the PREA application will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT staff 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.
|
| Metadata Description: |
Content Subject/Title: PREA applicaton consists of electronic prison rape information compiled for an offender from the time he/she reports an offense until final disposition of offense. Format: PREA data is stored in an electronic database. |
