An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2990
Effective Date
Record Series Abstract
THE RECORDS INCLUDE BUT ARE NOT LIMITED TO INFORMATION OBTAINED FROM THE PROVIDER AND/OR PROVIDER AGENCY. INCLUDED ARE POLICIES THAT ARE REQUIRED BY THE PROVIDER OF THE DEPARTMENT OF INTELLECTUAL AND DEVELOPMENTAL DISABILITIES & DEPARTMENT OF HEALTH. ALSO INCLUDED ARE COLLEGE TRANSCRIPTS, COLLEGE DEGREES, LICENSES, PROOF OF INSURANCE, ETC.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
THE FILES ARE TO BE CUT OFF WHEN PROVIDER BECOMES INACTIVE AND/OR TERMINATED.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These records come in paper format when agency applies to be contracted provider with DIDD. Electronic record is created and data is stored as a combination of PDF and/or Microsoft Word and Excel Files. Files need to be maintained for 10 years. Agency will need to have access to these records for review in case agency must terminate a provider agreement with the provider or if provider becomes inactive. Any paper records converted to electronic format will be verified for content, accuracy and usability prior to destruction of paper record. Records will be destroyed at the end of retention period by State approved method.
Worksheet
Record Location
DIDD Central Office, 400 Deaderick Street, 10th Floor, Nashville, TN 37243 and in the East, Middle & West TN Regional Offices (East - 520 West Summitt Hill Dr., Ste. 201, Knoxville, TN 37902, Middle - 291 Stewarts Ferry Pike, Nashville, TN 37214, West - 11437 Milton -Wilson Rd., Arlington, TN 38002 and @ Warehouse on MTRO campus 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Alpha or Current/Active, Closed/Denied
Media Format Generated
Paper
Date Range
1999 - current
Allotment Code
344.01
Annual Accumulation
Paper 50 cubic feet Electronic 24 Gigabytes
Current Volume
Paper 175 cubic feet Electronic 110 Gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
CMS - Centers for Medicare and Medicaid Services 61 Forsyth Street, SW, Suite 4T20 Atlanta, Georgia 30303-8909
Essential Record
Yes - Original
Essential Record Stored
DIDD Central Office, 400 Deaderick Street, 10th Floor, Nashville, TN 37243 and in the East, Middle & West TN Regional Offices (East - 520 West Summitt Hill Dr., Ste. 201, Knoxville, TN 37902, Middle - 291 Stewarts Ferry Pike, Nashville, TN 37214, West - 11437 Milton -Wilson Rd., Arlington, TN 38002 and @ Warehouse on MTRO campus 275 Stewarts Ferry Pike, Nashville, TN 37214
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
Privacy Act of 1974 as amended at 5 USC 552a
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Shared Network Storage. Records are stored on file servers within the State's data center using Storage Area Network (SAN) space.
Hardware Description
Windows Servers 2012 R2
Software Description
MS Applications
System Location
Nashville Data Center Capitol Complex Services Center (CCSC), 901 5th Avenue North, Nashville, TN 37243
Backup Procedures
Replication across data centers complete weekly file backup
Disaster Recovery
3 months on-site 7 years Stone Mountain
Data Migration Description
Data is stored as a combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard windows File Restore Processes or by Standard ETL Processes, or files can be copied or moved by an individual user through normal Windows features.
RDA Comments
Records Management Division (RMD)
03-02-2017
No recommended changes.
Tennessee State Library and Archives
03-02-2017
No recommended changes.
Comptroller Audit Review
03-06-2017
We have reviewed RDA 2990 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-09-2017
Thank you!
RMD Director
03-26-2018
RDA 2990 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2990.
Public Records Commission
04-25-2018
PRC approves RDA 2990.