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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2183
Database ID: 656
Record Series Title: Academy Administrative Training Records
Record Series Abstract: Record Series Includes but is not limited to: Academy Training Records including, student files, assessments, completions reports, class rosters, master training calendar, training catalogs, evaluative summary, lesson plans, and annual reports, class schedules.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are cut off at the end of the fiscal year. Records are then maintained in agency in paper or electronic format for 5 years and then destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 656
Record Location: Tennessee Correctional Academy, Tullahoma, TN
File Arrangement: Fiscal Year, and then by weeks or program
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1984 - current
Annual Accumulation: 20 cu.ft, 3 GB
Current Volume: 50 cu ft, 16 GB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 80
Past Year: 100
2 - 5 Years: 5
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: In Agency
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: 1 years
Agency Retention - Years Inactive: 4 years
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Windows File Server (BI01SDCWF00001)
IT-ABC Number:
Hardware Description: Virtual server set up by STS
Software Description: Microsoft Windows
System Location: Data Center South
Backup Procedures: Jobs are run nightly that creates a backup of the individual databases. Backups are kept on the server. STS backs up the server on a nightly bases which includes most recent information and backups for each database.
Disaster Recovery: Back up data will be used to restore application information to server.
Data Migration Description: The records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the TN Dept. of Correction and another electronic application is developed or purchased. data conversion will be required in order to format current data values into the format required by a replacement software system.
Metadata Description: Standard windows files
Contact Information
Contact Name: Joyce O. Carmichael
Job Title: Director 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: TONY PARKER COMMISSIONER
Director: Julian P. Davis
Allotment Code: 32901
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2016 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 2183 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-09-2018 Tennessee Correctional Academy, Tullahoma, TN TDOC Concurs
RMD Director Recomendations: 10-12-2018 RDA 2183 is a request to revise an RDA. The retention period will change from three years to five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2183.
Signed Form Received: 2018-10-11
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 2183.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
656 2183 2018-10-30 Approved