An official website of the Tennessee Secretary of State.
Core Data
RDA Number
376
Effective Date
Record Series Abstract
This record series consist of documents used in determining disability claims including but not limited to: Development Action Notes, Prior File Request, Activities of Daily Living, Medical Assessment-Physical, Medical Assessment-Psychological, Social Security Notices, Disability Determination and Transmittal, Copies of Form SSA-831-U3, Form SSA-833, Cessation or Continuance of Disability Determination and Transmittal, Correspondence, Related Case Materials or Equivalent Documents, State Agency Working copies, Provider Acceptance and Claim for Payment, Development Summary Worksheet, Work History Report, Function Report, Notice of Disability Claim and Explanation of Determination.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off happens when the claim is fully adjudicated.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
TDHS, Rehabilitation Services, Disability Determination Services (DDS) records are created or received by DDS State Agencies in implementing Title II and XVI of the Social Security Act. The DDS, under Social Security Administration (SSA) regulations, makes the medical determination for claimants, who apply for Disability Insurance (DI) and Supplemental Security Income (SSI) benefits, alleging a disability. Records may be be maintained in either paper or electronic format. Records are retained in agency until claims are fully adjudicated. All files and collateral documentation are then returned to SSA. The electronic file is available through the Social Security Administration (SSA) database for the remainder of retention, where they are maintained in accordance with SSA records retention guidelines.
Worksheet
Record Location
Federally Maintained System and TDHS Rehabilitation Services, Disability Determination Services (DDS), 220 Athens Way, Nashville, TN 37228
File Arrangement
Alpha/Numeric
Date Range
to
Agency
Allotment Code
345
Annual Accumulation
7cf / 5gb
Current Volume
13cf / 15gb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Social Security Administration
Essential Record
Yes - Original
Essential Record Stored
Federally Maintained System
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
T.C.A. 71-1-131.(A) Confidentiality of Records
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
T.C.A. 71-1-131.(A) Confidentiality of Records
Electronic Records Plan Inventory
System Name
U.S. Government Maintained System
Hardware Description
U.S. Government Maintained System used for gathering, storing and documenting the necessary information in making the medical determination, for claimants who apply for benefits alleging a disability.
Software Description
U.S. Government Maintained System used for gathering, storing and documenting the necessary information in making the medical determination, for claimants who apply for benefits alleging a disability.
System Location
Records are maintained on servers governed by the U.S. Government and are kept in accordance with their records retention guidelines.
Backup Procedures
Backup procedures are administered by the U.S. Government.
Disaster Recovery
Disaster procedures are administered by the U.S. Government.
Data Migration Description
Data migration procedures are administered by the U.S. Government.
RDA Comments
Records Management Division (RMD)
11-17-2016
No recommended changes.
Tennessee State Library and Archives
11-17-2016
No recommended changes.
Comptroller Audit Review
11-22-2016
We have reviewed RDA 376 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
11-28-2016
No recommended changes
RMD Director
01-30-2017
RDA 376 is a request to revise an RDA. The retention period will change from four years to five years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 376.
Public Records Commission
03-28-2017
PRC approves RDA 376.