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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11065
Database ID: 1953
Record Series Title: TBI - Tennessee Incident Based Reporting System (TIBRS) Incident Report Victim
Record Series Abstract: The records series includes forms, reports, and databases detailing the information on the victim including location, reporting agency, time and date of a crime incident. This form is used by Law Enforcement Agencies to report information on Victim involved in crime incidents. In order to comply with the Federal Bureau of Investigation's security policy, state auditors will have a criminal background check performed and complete any Security Awareness Training required by such policy in order to review the records covered by this RDA for audit purposes.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon submission by reporting agency
Total Retention: 99 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The TIBRS form is submitted by the reporting agency in paper or electronic format. Electronic version will be verified for completeness and accuracy before destruction of any paper copy. Records are merged with case files for permanent retention within agency. Electronic records are stored within the TIBRS database system permanently as per law. The incident report must be retained by the submitting agency for the current three year TIBRS audit cycle. In order to comply with the Federal Bureau of Investigation's security policy, state auditors will have a criminal background check performed and complete any Security Awareness Training required by such policy in order to review the records covered by this RDA for audit purposes.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1929
Record Location: 901 R.S. GASS Blvd, Nashville, TN 37216
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: 1997 to current
Annual Accumulation: Agency will provide an estimate or accurate information once it is available.
Current Volume: N/A
Record Value: Administrative, Historic
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: Department of Justice
Essential Record: No
Essential Record Stored: N/A
Essential Record Media Type:
Confidential: No
Confidential Legal Citation: NO
Media Recommendation:
Media Recommendation Other:
Agency Retention: 3 years local, no expiration TBI
Agency Retention - Years Active: All
Agency Retention - Years Inactive: None
Records Center Retention Period: Not submitted to Records Center
Final Disposition after Retention Expires:
Legal Citation: TCA 38-10-101, no expiration
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Uniform Crime Reporting (UCRR)
IT-ABC Number: N/A
Hardware Description: Hyper V Enterprise EMS VNX SAN (Virtual Servers access point)
Software Description: VNX 5400 Storage device for SQL Database of the enterprise SAN - MS Sequel Server - 2012
System Location: TBI Headquarters
Backup Procedures: Part of virtual server backed up nightly. Sequel backed up to SAN / other servers. Daily, weekly, and monthly full backups are made.
Disaster Recovery: Once the disaster recovery plan is in place it will be utilized as part of any data migration plan. In development - DR site will be at OIR Data Center South.
Data Migration Description: N/A
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Kelsie Conrad
Job Title:
Address 1: 901 R.S. GASS BLVD.
Address 2:
City: NASHVILLE
Zip: 37216
Phone: 615-744-4016
Email: Caitlin.Orman@tn.gov
Agency: TN Bureau of Investigation
Agency Head: Mark Gwyn
Director: Mark Gwyn
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-03-2015 No recommended changes. Please provide data migration plan when available.
Tennessee State Libary and Archives: 09-03-2015 Consider removing historic value designation as the records will not be transferred to TSLA and will never be available for public research.
Comptroller Audit Review: 2015-09-02 We have reviewed RDA 11065 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-10-2015 No further comments. Due to the security and nature of the records kept TBI does not send any records or case files to the state records center. The TCA confidentiality of TBI records are: 10-7-504(2) General confidentiality 38-6-106 Requests to view records by Governor, Speaker of the House or Senate, and Supreme Court Justice are to be in writing (and not by a designee). 10-7-301 to 10-7-308 Overall records statutes Tennessee Incident Based Reporting System (TIBRS). Due to the security and nature of the records kept TBI does not send any records or case files to the state records center. Since these are new files there is no accumulation or current volume on these files. These files will be kept for 99 years and then destroyed. TBI is not mandated by state audit requirements. However; TBI is internationally accredited through the Commission on Accreditation for Law Enforcement Agencies (CALEA) since 1994. The bureau has been successfully re-accredited every three years since 1997. There are 480 Standards that we have to meet. It is not mandated by laws or rules. These forms are collected electronically for historical purposes and the Crime Statistics Program is the source for the Crime Statistics Data requirements which provides the information for five of TBI’s Annual Reports (Crime in Tennessee, Crime on Campus, Hate Crimes, Law Enforcement Officers Killed and Assaulted, School Crime Report, and Domestic Violence Report). Some TBI records are stored off-site at Iron Mountain and then they are backed-up at Data Center South. TBI stores file on the Virtual Server, HP Server running 2012R2 with MS Office. TBI does not have any metadata files.
RMD Director Recomendations: 09-22-2015 RDA 11065 is a request for a new RDA. The records series will be generated in paper and electronic format. The record will be maintained permanently in electronic format. Recommend approval of RDA 11065
Signed Form Received: 2015-09-21
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 11065
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1953 11065 2015-10-13 Approved