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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11003
Database ID: 2021
Record Series Title: Board of Parole Offender Files
Record Series Abstract: Board Action Sheets, Parole Certificates, Offenders Pictures, Board Hearing Material, Pictures,Victim Impact Statements, Evaluations, Revocation Material including Violation Reports, Correspondence, memos, electronic audio recordings of Board of Parole Hearings, electronic video recordings in support of opposition, and related records.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are to be cut off at the date of expiration of the offenders sentence, or upon death if death of offender predates expiration of sentence.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper records received after 2013 are converted to electronic format upon receipt. Paper records received prior to 2013 will be converted to electronic format within three years of PRC approval. Once electronic records have been verified for completeness and accuracy, paper records are destroyed by state approved methods. Electronic records are maintained in FileNet/ECM for 5 years after cut off, and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2023
Record Location: 404 James Robertson Parkway Nashville, TN 37243
File Arrangement: Alpha/Numeric
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 1970 - current
Annual Accumulation: 0 cubic feet paper, 6.5 gigabytes, 0 microfilm in rolls, 0 microfiche
Current Volume: 1397 paper in cubic feet, 78 gigabytes, 2 microfilm rolls, 0 microfiche
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 3
Past Year: 1
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: State and Federal Paroling Authorities and Law Enforcement Agencies
Essential Record: Yes - Original
Essential Record Stored: FileNet/ECM Server
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: Board of Parole Rules and Regulations Confidentiality of Records Rule #11-01-01-15, 40-28-119, 40-28-505, 40-38-103, 40-38-110, 40-38-111.
Media Recommendation: Other
Media Recommendation Other: Scan to electronic format
Agency Retention: 5 years
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 5
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: ECM Filenet
IT-ABC Number:
Hardware Description: Servers used are Content Engines, Process Engines, and Application Engines.
Software Description: Windows IBM Filenet software, SQL Server and Websphere
System Location: South Data Center, 92 Weakly Avenue, Smyrna, TN 37267
Backup Procedures: Data backup takes place nightly. Hitachi devise is located at the North Data Center and replicates to the South Data Center. Alternate backup maintained at North Data Center, 901 5th avenue North, Nsahville, TN 37243.
Disaster Recovery: Electronic records are on OIR ECM Filenet servers. Procedures are on file with OIR Disaster Plan
Data Migration Description: Electronic records are on OIR ECM Filenet system and follow OIR data migration plan. Records can be accessed electronically via PC.
Metadata Description: Agency Name, Offender name and number, condition of parole, and office information where s/he reports.
Contact Information
Contact Name: Diane Lynn Williams
Job Title: Records Officer
Address 1: 404 James Robertson Pwky
Address 2: Suite 1300 Parkway Towers
City: Nashville
Zip: 37243
Phone: 615-532-8093
Email: dianne.williams@tn.gov
Agency: Board of Parole
Agency Head: Richard Montgomery
Director: Gayle Barbee
Allotment Code: 324.02
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 05-14-2015 No recommended changes.
Tennessee State Libary and Archives: 05-14-2015 No recommended changes.
Comptroller Audit Review: 2015-05-14 We have reviewed RDA 11003 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-19-2015 No Comments.
RMD Director Recomendations: 06-02-2015 RDA 11003 is a request to revise an RDA. The title , abstract and disposition notes are being updated to reflect the inclusion of electronic records. The retention period and final disposition will remain five years and destroy. Recommend approval of request to revise RDA 11003.
Signed Form Received: 2015-05-26
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 11003.
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