Core Data
RDA Number
11348
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records includes but is not limited to Correspondence to Rep Payee, eligibility determination forms, copies of checks relating to fiscal/collections.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic formats. Paper records are stored in file cabinets at the agency. Electronic records are stored on the agency's shared drive. Records are to be destroyed by state approved methods at the end of the retention period.
Worksheet
Record Location
315 Deaderick Street, 8th Floor, UBS Tower, Nashville, TN 37243
File Arrangement
Apha by last name
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2008-current
Allotment Code
344.01
Annual Accumulation
1/2 cubic foot - paper
10 MG Electronic
10 MG Electronic
Current Volume
10 cubic feet - paper
283 MG Electronic
283 MG Electronic
Record Value
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Paper records are stored in file cabinets and essential electronic records are stored on agency's Shared Drive (H Fiscal Group)
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103 and 10-7-504
T.C.A. 52-3-103
HIPAA 45 CFR Part 164
T.C.A. 52-3-103
HIPAA 45 CFR Part 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years after death or discharge, or 10 years after a minor reaches the age of majority.
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
Nashville Data Center, Capitol Complex Services Center (CCSC)
Backup Procedures
Replication across data centers, complete weekly file backup.
Disaster Recovery
3 months 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)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Thu, 09/18/2025
We have reviewed RDA 11348 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Thu, 09/25/2025
RDA 11348 is a request to revise an RDA. The retention period will change from five years to ten 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 11348.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11348
