Core Data
RDA Number
11308
Effective Date
Mon, 10/20/2025
Record Series Abstract
These records are pertaining to services that are provided to families of persons supported for special situations and instead of the families receiving Waiver services. Citizenship documentation, Employment and Community First Choices - Family Support Guidelines, Attestation Forms, HIPAA forms, Appointment forms, correspondence to contract agencies.
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 received electronically and stored on Department's F & H drive. After retention time, records are destroyed by state approved methods.
Worksheet
Record Location
Citizen's Plaza, 10th Floor, 400 Deaderick Street, Office 10.151, Nashville, TN 37243
File Arrangement
Alpha
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2013-current
Allotment Code
344.01
Annual Accumulation
100 Gigabytes
Current Volume
F Network Drive 420 GB, H Network Drive 195 MB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
T.C.A. 52-3-103
T.C.A. 33-3-103
45 C.F.R. Parts 160 & 164
T.C.A. 33-3-103
45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
Shared Network Storage Records are stored in the State of Tennesse Data Centers
Hardware Description
Server Windows 2012 R2
Software Description
Windows Microsoft Word and Excel Programs
System Location
State of Tennessee Data Centers
Backup Procedures
Replication across Data Centers, Complete Weekly File Backup
Disaster Recovery
3 month on-site 7 years - Iron Mountain
Data Migration Description
Data is stored as 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.
RDA Comments
Records Management Division (RMD)
Fri, 09/19/2025
Recommend changing the Retention Period to 10 years to reflect the requirements under T.C.A. 52-3-11(d). Also recommend changing Cut Off to add “If the records involve a minor client, then the cut off shall be after the age the minor reaches the age of majority."
Update: After discussions with the agency the legal citation for a six-year retention was clarified. An agency memo has been added to the documentation. There are no recommended changes. 09-18-2025
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11308 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 11308 is a request to revise an RDA. The retention period will change from ten years to six years and destroy. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11308.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11308
