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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11088
Database ID: 2008
Record Series Title: Probation and Parole Community Supervision Files
Record Series Abstract: ACTIVE AND INACTIVE PROBATION AND PAROLE FILES INCLUDING: MONTHLY REPORTS, PRE-SENTENCE REFERRAL, ARREST REPORT, PROBATION ORDER, CLIENT INRODUCTION SHEET, AND PAYMENT RECEIPT; PAROLE CERTIFICATE, VIOLATION REPORTS, CHRONOLOGICAL RECORDS, AND CORRESPONDENCE; FINGER PRINTS, PHOTOGRAPHS, PAROLE OFFICER REPORTS; RECEIPT BOOK FOR CRIMINAL INJURIES FUND PAYMENT INFORMATION SHEETS; APPOINTMENT CARD, MONTHLY AND WEEKLY ACTIVITY REPORT; INSPECTION ASSIGNMENT LIST; WORK PROJECT WEEKLY REPORTS AND COORDINATOR STATISTICAL REPORT; CR-3896, CR-3882, CR-3872, CR-3808, CR-3848
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off when probation sentence expires.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: records are maintained for 5 years after cut off, in Agency, and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2010
Record Location: Probation and Parole Offices located across the state.
File Arrangement: Alpha Numeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: Unknown - Current
Annual Accumulation: 500 cu. ft.
Current Volume: 2000 cu. ft.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 100
Past Year: 50
2 - 5 Years: 25
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Probation and Parole Offices in other States; Federal and State Law Enforcement Agencies
Essential Record: Yes - Original
Essential Record Stored: Probation and Parole Offices Across the state
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 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:
Final Disposition after Retention Expires: Destroy
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 Records Management
Address 1: 320 6th Avenue North
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-8012
Email: joyce.carmichael@tn.gov
Agency: Dept. of Correction
Agency Head: DERRICK D. SCHOFIELD COMMISSIONER
Director: Julian P. Davis
Allotment Code: 32901
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-04-2015 No recommended changes
Tennessee State Libary and Archives: 03-06-2015 We concur with retention and disposition; no recommended changes.
Comptroller Audit Review: 2015-03-04 We have reviewed RDA 11088 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-09-2015 We Concur.
RMD Director Recomendations: 03-10-2015 RDA 11088 is a request for a new RDA. The retention period will be five years after probation sentence expires and the format will be paper. Recommend approval of RDA 11088.
Signed Form Received: 2015-03-10
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2008 11088 2015-03-30 Approved