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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2317
Database ID: 767
Record Series Title: Offender Files
Record Series Abstract: Files include documents for each offender receiving TRICOR programming. Includes the following TRICOR forms: Offender Summary/Discharge Sheet, Program Participation Reference Summary, Offender Worker Performance Evaluation, Offender Non-Disclosure Statement, Authorization to Release Information, Offender Acknowledgement of Understanding Drug/Alcohol Sanction, Acknowledgement of TRICOR Program Requirements, Acknowledgement of Payroll Tax Liability, Offender Program Release & Permission for Interview/Photograph/Recording, Agreement of Participation in TRICOR Savings Program.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are cutoff when offender's participation in a TRICOR Program ends, when the offender is released from TN Department of Correction institutional custody, or at the offender's death.
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: At cut-off, files are maintained at the TRICOR Program location for 5 years; then forwarded to TRICOR Central Office; paper files are then converted to electronic format; paper documents are destroyed after verification of conversion of paper to electronic format is completed; electronic files are then maintained electronically at agency and destroyed after 15 years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 767
Record Location: TRICOR Central Office, Weiland Workforce Development Center, 6185 Cockrill Bend Circle, Nashville, TN 37209
File Arrangement: alphabetically by offender's last name
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: varies - current
Annual Accumulation: 25 cu.ft. .1 gb
Current Volume: 75 cu.ft. .8 gb
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 300
2 - 5 Years: 50
Over 5 Years: 75
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: TRICOR Central Office, Weiland Workforce Development Center, 6185 Cockrill Bend Circle, Nashville, TN 37209, records also stored at applicable TRICOR operations statewide, records are managed by the offender's supervisor(s), manager(s), and/or TRICOR Offender Coordinator for each applicable TRICOR operation.
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation: Not Applicable
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 20
Agency Retention - Years Active:
Agency Retention - Years Inactive: 20
Records Center Retention Period: Not Applicable
Final Disposition after Retention Expires: Destroy
Legal Citation: The appeals process for individuals sentenced to death can continue for decades after the initial sentencing. TRICOR has received open records requests for offenders whose participation with TRICOR ended a decade or more ago.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TRICOR Shared Drive H: (\\ag03sdcwf00522.net.ads.state.tn.us\AF08_Data) H:\TRICOR\Offender Programs
IT-ABC Number: N/A
Hardware Description: Hosted, standard virtual machine (VM) STS commodity-type server
Software Description: Microsoft Windows Operating System, file sharing authenticated through Active Directory - Domain 1135, TRICOR
System Location: STS South Data Center, Lavergne TN
Backup Procedures: Executed in accordance with the Tier/level services provided by STS managed server team. A Daily backup is made and kept for 30 days and replicated each evening between the data centers.
Disaster Recovery: STS Block Model Storage IOPS, Gold, Platinum, or Silver Tier (TRICOR has subscriptions to all three but STS billing is not specific to a particular server instance.
Data Migration Description: Regular maintenance of operating system security and features upgrade patches managed and performed by for the STS-managed agency file servers at the State's South Data Center - Sunday from 3:00am to 6:00am is standard. TRICOR uses the standard schedule.
Metadata Description: Properties: Size, Title, Tags, Comments, Template, Status, Categories, Subject, Hyperlink Base, Company (TRICOR-State of Tennessee) Related Dates: Last Modified, Created, Last Printed Related People: Manager, Author, Last Modified By Related Documents: Open File Location, Edit Links to Files
Contact Information
Contact Name: Renea Vaughn
Job Title: Executive Assistant
Address 1: 6185 Cockrill Bend Circle
Address 2:
City: Nashville
Zip: 37209
Phone: 615-253-4908
Email: Renea.Vaughn@tn.gov
Agency: TRICOR
Agency Head: David Hart
Director: Julie Perrey
Allotment Code: 316.08
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-23-2018 No recommended changes.
Tennessee State Libary and Archives: 08-23-2018 No recommended changes.
Comptroller Audit Review: 2018-08-24 We have reviewed RDA 2317 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-28-2018 Thank you!!
RMD Director Recomendations: 09-04-2018 RDA 2317 is a request to revise an RDA. The retention period will change from three years to twenty years and destroy. The format will now be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2317.
Signed Form Received: 2018-08-28
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 2317.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
767 2317 2018-10-30 Approved