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SAFE AT HOME: Applications and Participant Files

RDA Number
Effective Date
Record Series Abstract
Record Series includes all applications for program participation received, along with any supporting documentation, as well as all participant files after program participation is approved. Records may also include, but are not limited to, Notice of Change, Notice of Name Change, Requests for Disclosure, General Correspondence, Requests for Withdrawals.
Record Series Active
Cut Off at End of
If Other, Explain
Retention period will begin 90 days following the date of application if the application is denied, or the date on which the participant ceases to be a program participant.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records may be received and stored in both paper and electronic format, as applicable. Maintain in agency five (5) years, then destroy.
Record Location
WR Snodgrass Tower 312 Rosa L. Parks Ave. 8th Floor Nashville, TN 37243
File Arrangement
Date Range
Annual Accumulation
Less than 1 cu. ft.; less than 1 gb
Current Volume
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Confidential Legal Citation
Public Chapter 1004. (T.C.A. 40-38-601 et. seq.)
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
Hardware Description
HP SAN/NAS, HP DL Servers (Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server)
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server (Software name, file types, and description will vary according to individual RDA)
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backup daily, full weekly backup, full monthly backup (all to tape). Backup tapes sent off site to Iron Mountain Vault
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
Legacy Revision UUID