Core Data
RDA Number
11346
Effective Date
Mon, 10/20/2025
Record Series Abstract
These records consist of but are not limited to correspondence notifying the individual of proposed placement on the Abuse Registry, placement memos, appeal requests, investigation report and investigation file, pleadings, orders issued by an administrative law judge or court, written correspondence, exhibits, transcript discovery request and responses. ARAG requests may also include background checks, documents submitted by the request and correspondence and the report and recommendation of the committee. Selected printed emails are also a part of these records.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After matter is closed (whether by settlement, litigation, or review).
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained and stored in paper and electronic formats in Office of General Counsel until file is closed. Thereafter, record is stored in agency warehouse until end of retention period at which time it is destroyed in accordance with state approved methods.
Worksheet
Record Location
Office of General Counsel, 8th Floor UBS Tower, 315 Deaderick Street, Nashville, TN 37243. Agency warehouse storage at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Alphabetical for active files, numeric by box numb
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2004 - Current
Allotment Code
344.01
Annual Accumulation
8 cubic foot - pager
205 MB - electronic
205 MB - electronic
Current Volume
2.6 Gigabytes - electronic
41 cubic feet - paper
41 cubic feet - paper
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103, T.C.A. 52-3-103, 45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
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
Windows Servers 2012 R2
Software Description
MS Applications
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 11346 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 11346 is a request to revise an RDA. The retention period will change from five years to six years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11346 with the following change to the cut off, as was discussed with the agency. Cut Off: After matter is closed (whether by settlement, litigation, or review).
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11346 with following changes: Cut Off: After matter is closed (whether by settlement, litigation, or review).
