| Worksheet ID: |
2789 |
| Record Location: |
Various |
| File Arrangement: |
Offender Name and Number |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2012 to Current |
| Annual Accumulation: |
.5 cu ft. 10mb |
| Current Volume: |
2.5 cu. ft. 50mb |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
10 |
| Past Year: |
5 |
| 2 - 5 Years: |
2 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Various |
| Essential Record Media Type: |
Electronic |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
|
| Media Recommendation Other: |
|
| Agency Retention: |
5 Years |
| Agency Retention - Years Active: |
2 Years |
| Agency Retention - Years Inactive: |
3 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: |
Offender Management System |
| IT-ABC Number: |
|
| Hardware Description: |
IBM Mainframe |
| Software Description: |
Database is backed up nightly and sent to an offsite location |
| System Location: |
Backup can be restored within 48 hours to alternate mainframe. |
| Backup Procedures: |
The records within the TOMIS system will be migrated to another electronic offender records management system when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic offender records management system is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current system (TOMIS) and the new system. Data conversion will be required in order to format the current data values into the format |
| Disaster Recovery: |
Backup can be restored within 48 hours to alternate mainframe. |
| Data Migration Description: |
The records within the TOMIS system will be migrated to another electronic offender records management system when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic offender records management system is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current system (TOMIS) and the new system. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one system to another, to ensure the value of the data is not lost in the process. |
| Metadata Description: |
Content Subject/Title: Tennessee Offender Management Information System (TOMIS). Consists of electronic offender records compiled for an offender from the time he/she is sentenced until his/her sentence(s) expires. Sub-system functions: Sentencing, Classification, Tracking, Behavior, Jobs and Education, Health Services, Trust Fund, Parole/Probation, Caseload Supervision. Format: The TOMIS data is stored in a DB2 database, consisting of 200+ tables. Offender image data is also stored in DB2 tables in BLOB format. The initial tables were created in January, 1992, with other tables added later to support added functionality. Data in these tables are updated daily through current date. Content Size: 147 GB Location: IBM Data Center, Boulder, CO. |
