Who Uses OTRR?
File Uploaders
Responsible for:
- Uploading personnel files within 30 days of separation
- Responding to record requests from investigators
Background Investigators
Responsible for:
- Requesting licensee files from prior agencies
- Reviewing documents within the secure 14‑day access window
Chief Administrators / Designees
Responsible for:
- Assigning file uploaders and investigators via the new Assignment Status Manager in TCLEDDS
- Ensuring compliance with statutory deadlines and obligations
Accessing OTRR
Users will log in through the TCOLE Login Hub—the same method currently used for TCLEDDS and MyTCOLE. OTRR access does not require TCLEDDS access. Existing TSS users will not automatically transfer; new assignments must be made.
PID Requirement
All users must have a personal identification (PID) and be associated in TCLEDDS as licensed or non‑licensed staff.
License Allocation Per Agency
- 500+ officers: 10 users
- 100–499 officers: 5 users
- 0–99 officers: 2 users
- Academies: 2 users
Preparing for OTRR
To get your agency ready for the OTRR statewide rollout, complete the following steps:
Step 1 — Organize Your Records
Ensure agency files are categorized under:
- Personnel (A‑File) — commendations, evaluations, disciplinary actions
- Department (G‑File) — misconduct not resulting in formal discipline + all non‑A‑file records
- TCOLE Credentialing Files — PHS, F‑5R, BCF, L2/L3, MIRs, firearms qualifications, etc.
- Other Agency Files — documents required by your local retention schedule
Step 2 — Assign Your Users
Designate file uploaders and background investigators in the new Assignment Status Manager in TCLEDDS.
Step 3 — Verify Login Hub Accounts
All assigned individuals must have active TCOLE Login Hub accounts.
Step 4 — Continue Current Reporting
Until OTRR fully replaces TSS, continue submitting MIRs and exam failure records through the existing methods.