An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11016
Effective Date
Record Series Abstract
The records are generated by DCS Case Managers within the normal course of business. These files may include following information from every member of the family being served: Social History, Medical History, Education, Legal Documents, Placement Agreements, Drug and Alcohol Assessments, Copies of Birth Certificates, Copies of Social Security Cards and case recordings.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Case records will be cut off at closure and retained until the youngest Alleged Child Victim's (ACV) 19th birthday then destroyed. If the case record closes within 7 years of the youngest ACV's 19th birthday or after youngest ACV's 19th birthday, records will be cut off at closure and retained 7yrs then destroyed
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Counsel on Accreditation (COA) requires that Department of Children Services maintain records until ACV reaches age of majority (age 18) or 7yrs after case closure, whichever is longer. Also, children who have come in contact with DCS can bring legal action up until age 19. Example: If child is age 3, agency will hold that record until the child's 19th birthday and destroy the record at that time. If the child is age 16, the record will be held 7 years from closure so that record will not be destroyed until that child reaches age 23.
Worksheet
Record Location
The records are stored in DCS Records Rooms in the various offices across the state. The records are maintained in the county of venue where the family receives service.
File Arrangement
alphabetically by primary caretaker's name
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
October 2010 to current
Agency
Allotment Code
359.1
Annual Accumulation
Estimated average of 2600 cu ft per year
Current Volume
11800 cu ft
Record Value
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Any state or federal governement agency that has the responsibility to investigate child abuse or are responsbile for providing child protective services, may request these records.
Essential Record
No
Essential Record Stored
Substantial portions of these records can be reproduced in the event of a disaster so they are not classified as Essential.
Confidential
No
Confidential Legal Citation
TCA 37-2-408
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Until youngest child reaches age 18 of 7rs after case closure, whichever is longer
Records Center Retention Period
7
Retention Legal Citation
TCA 37-2-408, US Code 42, COA-RPM 6.02
RDA Comments
Records Management Division (RMD)
03-14-2019
No recommended changes.
Tennessee State Library and Archives
03-15-2019
No recommended changes.
Comptroller Audit Review
03-18-2019
We have reviewed RDA 11016 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2019
Agency reviewed and concurs
RMD Director
04-17-2019
RDA 11016 is a request to revise an RDA. The retention period will remain seven years and destroy. The format will remain paper. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11016.
Public Records Commission
05-22-2019
PRC approves RDA 11016