An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2876
Effective Date
Record Series Abstract
ORIGINAL RECORDS CONTAINING SPECIFIC HEALTH INFORMATION, INCLUDING DENTAL AND IMMUNIZATION RECORDS, PSYCHOLOGICAL, PSYCHIATRIC, AND PSYCHOSEXUAL REPORTS, GENERATED BY DCS AS WELL AS CASE RECORDINGS/NOTES ON A CHILD NO LONGER IN THE PHYSICAL CUSTODY OF THE DEPARTMENT OF CHILDREN'S SERVICES, ETC. MAY ALSO CONTAIN PREA (PRISON RAPE ELIMINATION ACT)DATA GATHERED AS PART OF A PREA INVESTIGATION.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
THE FILES WILL BE CUT OFF AT THAT CHILD'S 19TH BIRTHDAY
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
THE RECORDS ARE CONSIDERED CLOSED WITH NO OTHER DATA ADDED TO THEM WHEN THE CHILD LEAVES STATE OF TENNESSEE CUSTODY. THIS RECORDS SERIES IS THEN CUT OFF ON THE CHILD'S 19TH BIRTHDAY AND MAINTAINED 10 YEARS. RECORDS ARE IN PAPER FORMAT AND MAINTAINED IN THE FACILITY MEDICAL CLINIC IN LOCKED CABINETS FOR A YEAR AND THEN TRANSFERRED TO THE DESIGNATED STATE RECORDS CENTER.
Worksheet
Record Location
RECORDS ARE LOCATED IN TWO FACILITES: WILDER YDC IN SUMMERVILLE,TN & GATEWAY TO INDEPENDANCE LOCATED IN NASHVILLE, TN. THESE ARE THE ONLY TWO CLINICS IN DCS THAT PRODUCE THESE MEDICAL RECORDS
File Arrangement
Alphabetical Last Name, First Name
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
2003 TO CURRENT
Agency
Allotment Code
359.1
Annual Accumulation
5.5 cubic feet
Current Volume
78 cubic feet
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
DATA MAY BE SHARED WITH US FEDERAL GOVERNMENT DEPARTMENT OF JUSTICE
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 37-2-408, TCA 37-1-612
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10YR
Records Center Retention Period
9YR
Retention Legal Citation
TCA 37-2-408, TCA 37-1-612, COA RPM 6.02, PREA 28 C.F.R. PART 115 (21,72,81,82,86,87,88,89,401
RDA Comments
Records Management Division (RMD)
09-14-2017
No Recommended Changes.
Tennessee State Library and Archives
09-14-2017
No recommended changes.
Comptroller Audit Review
09-14-2017
We have reviewed RDA 2876 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-26-2017
The agency has no changes
RMD Director
02-13-2018
RDA 2876 is a request to revise an RDA. The retention period will change from seven years and destroy to ten years and destroy. the format will remain paper. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA2876.
Public Records Commission
04-25-2018
PRC approves RDA 2876.