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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11003
Database ID: 2166
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. The purpose of the record series is to set retention action for Board of Parole offender files (electronic and paper) for active and dead offenders.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Board of Parole active offender files will be cut off one (1) calendar year after expiration of sentence. For those offenders who die prior to expiration of sentence, cut off one (1) year after death.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Board of Parole active offender files will be cut off one (1) calendar year after expiration of sentence, after one (1) year paper records will be scanned to ECM, verified, and sent to Richards and Richards to hold for four (4) years, then destroy. For those offenders who die prior to expiration of sentence , cut off one (1) year after death and send to Richards and Richards to hold for five (5) years, then destroy. Offender files converted to electronic format are maintained in ECM for five (5) years after cut off, and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2166
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: 110 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:
Essential Record: Yes - Original
Essential Record Stored: FileNet/ECM Server
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: Scan to electronic format
Agency Retention: 1 Year
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 4 Years
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: N/A
Hardware Description: Servers used are Content/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: Primary Isilon is at Data Center South and replicates to Data Center North.
Disaster Recovery: Electronic records are on STS ECM Filenet servers. Procedures are on file with the ECM Disaster Recovery Plan.
Data Migration Description: Follows STS data migration procedures
Metadata Description: Filenet stores the Document Type and Title, TDOC Number, Date/Time Document Scanned or created and Document Security. Thanks,
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): 10-06-2016 No recommended changes
Tennessee State Libary and Archives: 10-07-2016 No recommended changes.
Comptroller Audit Review: 2016-10-07 We have reviewed RDA 11003 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-11-2016 General Counsel Columba McHale concurs.
RMD Director Recomendations: 10-12-2016 RDA 11003 is a request to revise an RDA. The retention period will remain five years and destroy. The format will remain paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11003.
Signed Form Received: 2016-10-12
PRC Meeting Date: 11-03-2016
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