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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW34
Database ID: 2377
Record Series Title: Recordings from Law Enforcement Electronic Devices- Incident Not Identified
Record Series Abstract: Recordings, created by a law enforcement agency using electronic devices, that are not known to have captured a unique or unusual action from which litigation or criminal prosecution is expected to likely to result. Records included but not limited to all recordings, regardless of where recording device is mounted, such as: Bodycam (device on officer's chest, shoulder, head, etc.), Dashcam (or any other device mounted on the inside or outside of a vehicle), Animal cam (on an animal's body), Drone (unmanned aerial vehicle or any other remote controlled equipment), Security Cameras (those mounted on buildings). These records are only for recordings where No Incident is Identified, recordings where an Incident is Identified will be superseded by the agency's investigative RDA or Statewide 30 Internal Investigation Files and shall not be destroyed under this Statewide.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After date of recording once identified as No Incident
Total Retention: 0 Years 3 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off after date of recording if identified as No Incident and retained for 90 days/3 months, and destroyed at expiration of retention. Records will be maintained in electronic format. Records in electronic format shall be maintained in systems that meet or exceed standards of Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
View Signed Form: View Form
Worksheet
Worksheet ID: 2378
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: Chronologically
Media Format Generated: Electronic
Media Format Stored: Electronic: Video
Date Range: Current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of current volume
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 90 days/3 months
Agency Retention - Years Active: 90 days
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: The Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Type: PDF Images Date Created File Size Title
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Ave.
Address 2: 8th Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@tn.gov
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-22-2018 No recommended changes.
Tennessee State Library and Archives: 03-26-2018 No recommended changes.
Comptroller Audit Review: 2018-03-22 We have reviewed RDA SW34 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-26-2018 Agency concurs, thank you
RMD Director Recommendations: 04-06-2018 RDA SW34 is a request to revise an RDA. The retention period will remain three months and destroy. The format will be paper/electronic. Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA SW34.
Signed Form Received: 2018-04-05
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA SW34.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2125 SW34 2017-03-28 Approved
2377 SW34 2018-04-25 Approved