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Closed DCS Provider Monitor Files

RDA Number
Effective Date
Record Series Abstract
Records are generated by Provider Monitor staff members. These records include documentation, reporting tools, emails and correspondence for custodial and non-custodial service providers that contract with the Department of Children's Services.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Paper records are generated from various reporting tools and correspondence. The generated data is used to produce reports that are received electronically and maintained on a shared directory located at\Executive\Risk Management\Program Accountability Review. The paper records and received electronic reports are cut off at the end of the fiscal year, maintained for five years, then destroyed by state-approved methods.
Allotment Code
Record Location
Paper files are stored in file cabinets within various DCS Offices. The bulk of the paper records are stored on the 7th Floor of the UBS Building located at 315 Deaderick Street Nashville, TN 37238.
Electronic records are stored in the STS managed shared directory\Executive\Risk Management\Program Accountability Review
File Arrangement
Alpha numeric
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2010 to Current
Annual Accumulation
1.2 GB Electronic
12 Cubic Feet
Current Volume
10.8 GB Electronic
120 Cubic Feet Paper
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Vanderbilt University's REDCap System
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
5 Years
Records Center Retention Period
0 Years
System Name
ei01sdcwf00001, REDCap 8
IT-ABC Number
STS Managed Network
Hardware Description
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
STS managed stored at Data Center North and Data Center South
Backup Procedures
STS Managed Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape).
Physical backup tapes sent off site to Iron Mountain Vault.
Disaster Recovery
STS Managed Server Disaster Recovery plan with backup tapes previously sent to Iron Mountain.
Data Migration Description
STS Managed Server Migration Plan