An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1784
Effective Date
Record Series Abstract
Record series consist of Quality Control (QC) and Quality Assurance (QA) review information for SNAP, TANF, ME and Child Care Certificate cases under the Administrative Review Section. Contents are Case Summary Sheet, Supplemental Nutrition Assistance Program (SNAP) Case and Procedural Quality Control Review Schedule, Family Assistance Application copy, Quality Control (QC) Review Schedule, SNAP QC Worksheet, Work and Financial Verification data, General Authorization For Release of Information Form, Correspondence, Management Evaluation (ME) Review Logs, ME Review Corrective Action Plan, Civil Rights Compliance Officer Review Checklist, ME Observation Form, Recipient Interview Form, County Complaint Summary Report, Processing Time frames Worksheet, Telephone Contact Log, Questions For Advocate and Community Organization Form, Running Record Comments, Notice History, Excel Spreadsheets, TCCMS screens and ACF 403 reviews, review sampling sheets and reports, QA reports, individual review data and any other related documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Federal Fiscal Year and when there is no outstanding audit, obligation, litigation or debt owed.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are stored in paper and electronic format. Paper records are verified within 90 days and then destroyed. Electronic records are kept for the remainder of the retention period and then destroyed by state approved methods.
Worksheet
Record Location
Dept. of Human Services X:Drive, H:Drive and TN SharePoint.
File Arrangement
Year / Alpha
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Paper
Date Range
2017 to Current
Agency
Allotment Code
345
Annual Accumulation
0 cu ft / 5 gb
Current Volume
23 cu ft / 5 gb
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Health and Human Services and U.S. Department of Agriculture
Essential Record
No
Confidential
Yes
Confidential Legal Citation
7 CFR 275.4(C), 45 CFR 205.40, DHS Rules Chapter 1240-01-13-01(5)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
5 years
Retention Legal Citation
7 CFR 275.4(C), 45 CFR 205.40, DHS Rules Chapter 1240-01-13-01(5)
Electronic Records Plan Inventory
System Name
Strategic Technology Solutions (STS) Enterprise Content Management Databases (ECM)
Hardware Description
The electronic records are permanently stored in folders on a Strategic Technology Solutions (STS) Network Attached Storage (NAS) device. Metadata is stored in a database on an Strategic Technology Solutions (STS) server. All hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
Documents and their metadata are captured by using multi-function devices and scanning the document by pressing the appropriate button on the multi-function device using Lexmark Document Distributor software.
System Location
Department of Human Services uses an Enterprise Content Management (ECM) Database System. The electronic records are kept on a Network Attached Storage (NAS) device maintained and supported by Strategic Technology Solutions (STS) at their Data Center.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Documents are scanned via state multi-function device on the state network to a folder on an Strategic Technology Solutions (STS) Network Attached Storage (NAS) device. An Enterprise Content Management (ECM) Database System application is used to access the stored documents.
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-04-2022
We have reviewed RDA 1784 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
No recommended changes.
RMD Director
08-26-2022
RDA 1784 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1784.
Public Records Commission
10-05-2022
PRC approves RDA 1784.