An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2980
Effective Date
Record Series Abstract
Records include survey letters, survey reports, training audits, follow-up documentation, license documentation, correspondence, protection from harm documentation relating to QA surveys, agency plans of correction, other audit reports, survey report packet, sanction and/or recoupment letter(s) generated based on survey findings, completed questionnaires if returned, correspondence. Records are those documents associated with an agency's QA survey and all documentation subsequent to that survey up to the next QA survey.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are stored in original paper or electronic format and are to be maintained for a retention period of 6 calendar years. Destruction in accordance with State approved methods occurs at the end of the retention time.
Worksheet
Record Location
East Tennessee QA Regional Office Paper records locations:
Langley Building, 520 West Summit Hill Drive, Ste. 201, Knoxville, TN 37902
1501 Riverside Dr., Suite 240, Chattanooga, TN 37406
4850 E. Andrew Johnson Hwy, Greeneville, TN 37745
Middle Tennessee QA Regional Office paper records location:
291 Stewarts Ferry Pike, Nashville, TN 37214
West Tennessee Regional Office paper records location:
225 Dr. Martin Luther King Jr. Drive, 4th floor, Tower B, Jackson, TN 38301
Electronic records are maintained on shared network drive in regions.
Langley Building, 520 West Summit Hill Drive, Ste. 201, Knoxville, TN 37902
1501 Riverside Dr., Suite 240, Chattanooga, TN 37406
4850 E. Andrew Johnson Hwy, Greeneville, TN 37745
Middle Tennessee QA Regional Office paper records location:
291 Stewarts Ferry Pike, Nashville, TN 37214
West Tennessee Regional Office paper records location:
225 Dr. Martin Luther King Jr. Drive, 4th floor, Tower B, Jackson, TN 38301
Electronic records are maintained on shared network drive in regions.
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2018 to current
Allotment Code
344.01
Annual Accumulation
4 CF - paper
1.86 GB - electronic
1.86 GB - electronic
Current Volume
32 CF - paper
34 GB electronic
34 GB electronic
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicare and Medicaid Services
Essential Record
Yes - Original
Essential Record Stored
East Tennessee QA Regional Office Paper records locations:
Langley Building, 520 West Summit Hill Drive, Ste. 201, Knoxville, TN 37902
1501 Riverside Dr., Suite 240, Chattanooga, TN 37406
4850 E. Andrew Johnson Hwy, Greeneville, TN 37745
Middle Tennessee QA Regional Office paper records location:
291 Stewarts Ferry Pike, Nashville, TN 37214
West Tennessee Regional Office paper records location:
225 Dr. Martin Luther King Jr. Drive, 4th floor, Tower B, Jackson, TN 38301
Electronic records are maintained on shared network drive in regions.
Langley Building, 520 West Summit Hill Drive, Ste. 201, Knoxville, TN 37902
1501 Riverside Dr., Suite 240, Chattanooga, TN 37406
4850 E. Andrew Johnson Hwy, Greeneville, TN 37745
Middle Tennessee QA Regional Office paper records location:
291 Stewarts Ferry Pike, Nashville, TN 37214
West Tennessee Regional Office paper records location:
225 Dr. Martin Luther King Jr. Drive, 4th floor, Tower B, Jackson, TN 38301
Electronic records are maintained on shared network drive in regions.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103, T.C.A. 52-3-103, and 45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Electronic Records Plan Inventory
System Name
Shared File Servers
Hardware Description
Virtual Server housed in the State Data Center
Software Description
Windows Server 2012 R2
System Location
State Data Center
Backup Procedures
Data is replicated across data centers along with nightly backups to disk which is kept for 30 days, then written to the cloud storage tier for up to 7 years.
Disaster Recovery
Restore from appropriate backup is requested for one of file and folder situations; full DR procedures are maintained by the State Data Center.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
RDA Comments
Records Management Division (RMD)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 2980 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2024
Thank you!
RMD Director
08-28-2024
RDA 2980 is a request to revise an RDA. The retention period will change from five years and then destroy to six years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2980.
Public Records Commission
09-23-2024
PRC approves RDA 2980.