An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2124
Effective Date
Record Series Abstract
This Record series may include but not limited to: Child Support Application, Collection Records, Distribution Records, Disbursement Records, Case Notes, Case-related Records and Documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When the ordered financial support obligation has been fulfilled and there is no outstanding balance, litigation, appeal or debt owed.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Case files are established when an applicant submits a child support application requesting State enforcement assistance. Interstate cases are established either by application or through a transmittal document packet received from the corresponding State agency. Case files are also established directly from utilizing the support order and a completed request from the presiding court. Both the electronic and paper versions are maintained in agency or at a State approved off-site facility. Files are kept for 5 years after cut off, then destroyed according to Federal and State methods.
Worksheet
Record Location
Records are located at the TDHS State office and 31 District offices across the State.
File Arrangement
Alpha / Numeric
Date Range
to
Agency
Allotment Code
345
Annual Accumulation
146 cubic feet / 76 Gigabytes
Current Volume
995 cubic feet / 922 Gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Department of Health and Human Services, Office of Child Support Enforcement
Essential Record
Yes - Original
Essential Record Stored
IBM ZOS 1.13 Mainframe / IBM Data Center Boulder, Colorado
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
45 CFR 302.15 / 45 CFR 303.11(d) / 45 CFR 75.361 - 75.365 / T.C.A. 71-1-131 Confidentiality of Records
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years 0 months
Retention Legal Citation
45 CFR 302.15 / 45 CFR 303.11(d) / 45 CFR 75.361 - 75.365 / T.C.A. 71-1-131 Confidentiality of Records
Electronic Records Plan Inventory
System Name
Tennessee Child Support Enforcement System (TCSES)
Hardware Description
IBM ZOS 1.13 Mainframe
Software Description
DB2 Data Base; COBOL, CA;Gen Software
System Location
IBM Data Center Boulder, Colorado
Backup Procedures
TCSES is a DB2 data base system which is backed up nightly by O.I.R. and taken to an offsite storage vault in Iron Mountain, CO. The data is kept in the storage vault for fourteen days. Weekly backups of TCSES disk packs are made over the weekend and sent to the storage vault. Recovery jobs, along with all daily, weekly, and monthly job listings, are attached. Database tables containing FTI are backed up, labeled and stored separately from other DB2 Tables.
Disaster Recovery
The goal of the Disaster Recovery Plan is to allow necessary functions to continue in the event of a temporary failure at the Data Center. Plans have been developed to permit an alternate form of issuance for child support payments in the event TCSES is not operational within three days. Preparations have been made to allow Child Support offices to react manually to the necessary case management and legal actions required to conduct business. The local Judicial Offices will continue working via the use of paper forms. It is obvious that these actions will not allow employees to achieve the volume associated with a normal workload. It will be the responsibility of the Information System Managers to determine the exact system recovery point when data processing functions resume.
Data Migration Description
All modifications and enhancements to TCSES programs or the database must be made in the Development region. Unit testing is performed in this same region, using test data created by the programmers. Once a program has been successfully unit tested by the programmers it is migrated to System Test and functional tests created by the analysts are performed. Once a program has been successfully unit tested by the programmers and functional tests created by the analysts the program is compiled into the acceptance test region for testing by User Acceptance Test staff from Child Support Program. A program must pass formal acceptance testing before it can be moved into the production region. The migration of all new or changed code is controlled through the Production Migration form which must be signed by the TCSES Area Director or backup, the Acceptance Testers, the Developers, the Analysts and Supervisors. The code can then only be migrated by the DBA Group.
RDA Comments
Records Management Division (RMD)
12-15-2016
No Recommended Changes
Tennessee State Library and Archives
12-15-2016
No recommended changes.
Comptroller Audit Review
12-19-2016
We have reviewed RDA 2124 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
12-19-2016
No recommended changes.
RMD Director
01-30-2017
RDA 2124 is a request to revise an RDA. The retention period will remain five years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2124.
Public Records Commission
03-28-2017
PRC approves RDA 2124.