An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1716
Effective Date
Record Series Abstract
The record series can consist of but is not limited to an application, proof of identification, address, income and citizenship. A change report form, PRP, employer verification, renewal form, general release of information form, immunization record, correspondence, proof of resources and other supporting verifications.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off upon case closure and when there is no appeal, litigation or collection amount owed.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Applications can be received in electronic or paper format. Records and verifications are scanned into digital format and arranged alphabetically. Once digital images have been verified and indexed then after 90 days the paper can be destroyed. Digital images are kept for the remainder of the retention period, then destroyed. Individual customer case files are created using the indexed information. Eligibility is determined via the digital images and or face to face interviews; and if needed by gathering additional verifications from the customer.
Worksheet
Record Location
The records are located on state servers, computers and 3rd party vendor access.
File Arrangement
Alpha, numeric
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Paper
Date Range
2017 to Current
Agency
Allotment Code
34500
Annual Accumulation
214 cubic feet / 11 gigabytes
Current Volume
739 cubic feet / 61 gigabytes1
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Agriculture (USDA)
Essential Record
Yes - Original
Essential Record Stored
FARAS (Family Assistance Document System)
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
7 C.F.R. 272.1 & 274.5, 45 C.F.R. 75.365, TCA 71—3-1203 thru 1206, DHS Rules 1240-01-13-.01 & 02
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years 0 months
Retention Legal Citation
7 C.F.R. 272.1 & 274.5, 45 C.F.R. 75.365, TCA 71—3-1203 thru 1206, DHS Rules 1240-01-13-.01 & 02
Electronic Records Plan Inventory
System Name
FARAS (Family Assistance Document System )
Hardware Description
The electronic records are permanently stored in folders on a Strategic Technology Solutions (STS) VMWare server using SAN storage and also on an STS NAS device. Metadata is stored in a database on an STS server. All hardware for maintaining the records series shall be maintained in accordance with the current standards of STS.
Software Description
Documents and their metadata are captured by using a monthly extract file from ACCENT (DHS system that has appointment and other client information), multi-function devices and scanning the document with a barcoded cover sheet or pressing the appropriate button on the multi-function device using Lexmark Document Distributor software, and a DHS .net web application.
System Location
Department of Human Services uses the FARAS Document System. The electronic record is kept on servers maintained and supported by 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
FARAS documents are uploaded via the desktop file upload system to a folder on an STS server that the FARAS application uses. The metadata captured at the time of scan is stored in a Microsoft SQL Server database. FARAS maintains 5 years of documents, 4 years in archive and 1 year plus current months available online. Every spring, the oldest archive year is deleted from the archive file and the oldest online year is moved to archive. The types of documents used by FARAS are: Re-Application, Re-Application Verification, 6 Month No Change, 6 Month Change, Verification, Initial Application, Initial Application Verification, Change Report, Change Report Verification, Declination Claim Referral Form (COTS), COTS Verification
RDA Comments
Records Management Division (RMD)
09-01-2022
No recommended changes.
Tennessee State Library and Archives
08-31-2022
No recommended changes.
Comptroller Audit Review
09-08-2022
We have reviewed RDA 1716 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2022
We are moving forward with agency signature process, thank you.
RMD Director
09-12-2022
RDA 1716 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 1716.
Public Records Commission
10-05-2022
PRC approves RDA 1716.