An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11311
Effective Date
Record Series Abstract
Management Information System for the TN WIC Program include, but not limited to, applicant and participant data for certification and eWIC card issuance, WIC Food vendor information which keeps demographic and food price information, vendor applications, vendor agreements.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of eligibility for participants when they no longer qualify for WIC, or fail to reapply. End of eligibility for vendors means once the store is no longer a vendor or fail to reapply to be a vendor.
Total Retention Years
4
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Information is stored/maintained in a database on TN servers and accessed via the internet. Participant information must be kept for at least 4 years after the eligibility condition/age has expired.
Worksheet
Record Location
STS Server
File Arrangement
Numeric by client ID
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
May 2018 - current
Agency
Allotment Code
343.53
Annual Accumulation
1 megabyte data
Current Volume
1 megabyte data
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Other State WIC Agencies, US Dept of Agriculture, Agency is Food and Nutrition Service (FNS)
Essential Record
Yes - Original
Essential Record Stored
STS Servers
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
7 CFR 246
Does this Record Series Contain Sensitive Information?
No
Agency Retention
4
Retention Legal Citation
7 CFR 246
Electronic Records Plan Inventory
System Name
TNWIC
Hardware Description
STS Servers
Software Description
Database
System Location
STS Servers at Data Center
Backup Procedures
Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy
Disaster Recovery
Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
RDA Comments
Records Management Division (RMD)
10-04-2018
Please provide more information in the abstract on the types of records kept under this RDA. Please clarify what "end eligibility" means for both WIC participants and vendors.
Tennessee State Library and Archives
10-04-2018
TSLA concurs in RMD comments.
Comptroller Audit Review
10-04-2018
Audit concurs with RMD comments.
Agency Records Officer
10-12-2018
ABSTRACT INFO: Management Information System for the TN WIC Program include, but not limited to, applicant and participant data for certification and eWIC card issuance, WIC Food vendor information which keeps demographic and food price information, vendor applications, vendor agreements. CUT OFF: End of eligibility for participants when they no longer qualify for WC, or fail to reapply. End of eligibility for vendors mean once the store is no longer a vendor or fail to reapply to be a vendor.
RMD Director
04-26-2019
RDA 11311 is a request to create an RDA. The retention period will be Permanent. The format will be electronic. Agency has provided the information requested by the reviewers. Recommend approval of request to create RDA 11311 with the following changes to include the additional information provided by the agency. Record Series Abstract: Management Information System for the TN WIC Program include, but not limited to, applicant and participant data for certification and eWIC card issuance, WIC Food vendor information which keeps demographic and food price information, vendor applications, vendor agreements. Cut Off: End of eligibility for participants when they no longer qualify for WIC, or fail to reapply. End of eligibility for vendors means once the store is no longer a vendor or fail to reapply to be a vendor.
Public Records Commission
05-22-2019
PRC approves RDA 11311 with following changes: Record Series Abstract: Management Information System for the TN WIC Program include, but not limited to, applicant and participant data for certification and eWIC card issuance, WIC Food vendor information which keeps demographic and food price information, vendor applications, vendor agreements. Cut Off: End of eligibility for participants when they no longer qualify for WIC, or fail to reapply. End of eligibility for vendors means once the store is no longer a vendor or fail to reapply to be a vendor.