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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11085
Database ID: 2408
Record Series Title: DEPT. OF CORRECTION ADMINISTRATIVE RECORDS
Record Series Abstract: RECORD SERIES WILL CONSIST OF DOCUMENTS INCLUDING, BUT NOT LIMITED TO RECORDS 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 CONTROL RECORDS; 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.
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: 2409
Record Location: TDOC offices, prison facilities across the state, and Central Office warehouse.
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: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 Years
Agency Retention - Years Active: 3 years
Agency Retention - Years Inactive: 2 years
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:
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: Commissioner Tony Parker
Director: Julian P. Davis
Allotment Code: 32901
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-29-2018 Please confirm that these records are kept in paper format. If any records are kept electronically please provide all necessary electronic information and expand disposition notes.
Tennessee State Libary and Archives: 03-29-2018 TSLA concurs in RMD comments.
Comptroller Audit Review: 2018-03-29 Audit concurs with RMD comments.
Agency: 04-03-2018 All administrative records at this time are kept in paper format.
RMD Director Recomendations: 04-06-2018 RDA 11085 is a request to revise an RDA. The retention period will remain five years and destroy. The format will remain paper. The Abstract and Worksheet have been updated. Recommend approval of request to revise RDA 11085.
Signed Form Received: 2018-04-06
PRC Meeting Date: 04-25-2018
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