Core Data
RDA Number
11107
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records include but not limited to: Elder Abuse Information, State Health Insurance Assistance Program (SHIP) Records, Title VI reports for site visits and Title III client files.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic format and kept in format generated. After retention period records are destroyed in accordance with state approved methods.
Worksheet
Record Location
8th Floor, UBS Building
File Arrangement
Chronological
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2011 to current
Allotment Code
344.01
Annual Accumulation
Paper:4 CF
Electronic: 55,000 KB
Electronic: 55,000 KB
Current Volume
Paper: 6 CF
Electronic: 213,659 KB
Electronic: 213,659 KB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
STARS, GrantSolutions, and AGIS
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103, T.C.A. 52-3-103, T.C.A. 10-7-504 and 45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
AGIS Network; GrantSolutions.gov; Mon Ami; National STARS data system provided by ACL
Hardware Description
OIR State Server; third-party servers for third-party services
Software Description
OIR State-approved desktop applications; third-party services listed here are browser-based
System Location
OIR State Server; AGIS: Saint Louis, Missouri; GrantSolutions.gov: Unknown
Backup Procedures
OIR State daily backup; AGIS daily backup; GrantSolutions.gov: Unknown
Disaster Recovery
OIR State daily backup; AGIS, and GrantSolutions.gov will operate under their own disaster recovery plans
Data Migration Description
OIR Data Migration Procedure; AGIS, and GrantSolutions.gov will have their own data migration policies in place
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11107 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 11107 is a request to revise an RDA. The retention period will change from five years to six years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11107.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11107
