Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11085
Database ID: 2004
Record Series Title: DEPT. OF CORRECTION ADMINISTRATIVE RECORDS
Record Series Abstract: RECORD SERIES WILL CONSIST OF DOCUMENTS PERTAINING TO ADMINISTRATIVE FUNCTIONS; COMMISSARY RECORDS WHICH INCLUDE INVENTORY TICKETS, RECEIVING RECORDS AND REQUISITIONS, REGISTER TAPES AND DAILY OPERATING REPORTS; PERSONALITY AND OTHER BATTERY TESTS WHICH INCLUDE CARLSON PSYCH, APTITUDE PROFILE AND MINN. MULTIPHASIC PERSONALITY; TOOL CONTROL RECORDS; ARMORY RECORDS; PERMANENT ISSUE KEYS; INSTITUTION IDENTIFICATION CARD LEDGER; AUTHORIZATION FOR SEARCH RECORDS; FACILITY MAINTENANCE RECORDS; HEALTH SERVICES MONTHLY REPORT; SECURITY CHECK LEDGERS; INMATE VISITATION HOLDING CELL RECORD and HOLDING CELL MEAL AND EXERCISE RECORD; FIRE, SAFETY AND SANITATION INSPECTION REPORTS; MODIFIED DIET REQUEST; AND FOOD SERVICES DAILY REFRIGERATOR DAILY DISHWASHER TEMPERATURE LOGS. COVERS THE FOLLOWING FORMS: CR-2725, CR-2726,CR-3700, CR-3701, CR-3702, CR-3259, CR-2124. REPLACES THE FOLLOWING RDAS: 1198, 1551, 1671, 1751, 1773, 2273, 2308, 2309, 2310, 2343, 2355, 2358, 2408 and 2409.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Retain in Agency 5 years from cut off date, then destroy by state approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2006
Record Location: TDOC offices and inmate institutions across the state
File Arrangement: Alpha numeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1900 to current
Annual Accumulation: 50 cu. ft.
Current Volume: 250 cu. ft.
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 100
Past Year: 50
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: TCA 10-7-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 Years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires:
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Joyce O Carmichael
Job Title: Director of Records Management
Address 1: 320 6th Ave. North
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-8012
Email: joyce.carmichael@tn.gov
Agency: Dept. of Correction
Agency Head: DERRICK D. SCHOFILED COMMISSIONER
Director: Julian P. Davis
Allotment Code: 32901
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-12-2015 No recommended changes
Tennessee State Libary and Archives: 03-12-2015 No recommended changes.
Comptroller Audit Review: 2015-04-16 We have reviewed RDA 11085 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-21-2015 No comments
RMD Director Recomendations: 06-06-2015 RDA 11085 is a request to revise an RDA. The retention period will be five years and the format paper. The Abstract has been updated to allow the inclusion of records from a number of similar RDAs. Recommend approval of RDA 11085.
Signed Form Received: 2015-06-02
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 11085.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2004 11085 2015-06-23 Approved
2408 11085 2018-04-25 Approved