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SEALED ADOPTION FILES (CONFIDENTIAL)

RDA Number
1246
Effective Date
Record Series Abstract
EACH FILE MAY CONTAIN FORMS, DOCUMENTS, REPORTS, SUMMARIES, CORRESPONDENCE, LEGAL DOCUMENTS, BIRTH CERTIFICATES AND OTHER VITAL INFORMATION RELATED TO THE ADOPTION OF A CHILD WITHIN THE STATE OF TENNESSEE.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
HOLD IN DCS OFFICES UNTIL FINAL DECREE OF ADOPTION
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
HOLD IN DCS OFFICES UNTIL FINAL DECREE OF ADOPTION, THEN TRANSFER TO STATE RECORD CENTER FOR PERMANENT RETENTION IN ACCORDANCE WITH TCA 36-1-1 26. ELECTRONIC RECORDS ARE MAINTAINED IN TFACTS (TENNESSEE FAMILY AND CHILD TRACKING SYSTEM) UNDER RDA 11172 AND MARKED AS RESTRICTED, PREVENTING FURTHER ACCESS BY STAFF.
Record Location
WHILE AWAITING THE FINAL ADOPTION DECREE, THE RECORDS ARE MAINTAINED IN VARIOUS DCS OFFICES. ONCE THAT ADOPTION DECREE IS OBTAINED, THE RECORDS ARE TRANSFERRED TO THE CENTRAL OFFICE POST­ ADOPTION UNIT IN NASHVILLE, TN. ONCE THE PAPER RECORDS ARE SEALED, THEY ARE TRANSFERRED TO THE STATE RECORDS CENTER IN ACCORDANCE WITH TCA 36-1-126. ELECTRONIC RECORDS ARE MAINTAINED IN TFACTS (TENNESSEE FAMILY AND CHILD TRACKING SYSTEM) UNDER RDA 11172 AND MARKED AS RESTRICTED, PREVENTING FURTHER ACCESS BY STAFF.
File Arrangement
ALPHABETICAL LAST NAME, FIRST 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
1954 to Current
Allotment Code
359.10
Annual Accumulation
1,667 cu ft Paper
.2 GB Electronic
Current Volume
873 cu ft Paper
2.0 GB Electronic
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
IN ACCORDANCE WITH TCA 36-1-126, THE RECORDS ARE STORED AT THE STATE RECORDS CENTER.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
TCA 36-1-125
Media Recommendation Other
CURRENT FORMAT
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
UNTIL FINAL ADOPTION DECREE IS RECEIVED FROM THE COURT
Records Center Retention Period
PERMANENT
System Name
FileNEt, Oracle DB, ISILON
Hardware Description
The TFACTS application is based on an N-tier architecture model that leverages the industry best-of-breed solutions while supporting the key principles of maximum re-use, rapid deployment, portability and scalability. The TFACTS production architecture leverages the use of enterprise network equipment (routing/switching/SSL/load balancing) as well as virtual (VMware) and physical servers to maintain optimal performance and scalability. There are four distinct logical tiers: Presentation, Application, Integration and Data. -The Presentation tier provides the interface to the end user, using a thin client (internet browser); validates user inputs; communicates with the server; and manages conversational state. This tier is virtual and configured as a cluster of Apache Web Server services. -The Application tier contains the business logic of the application, wherein Enterprise JavaBeans (EJBs) provide the J2EE server-side architecture for deploying design components. This tier is virtual and configured as a cluster of JBoss Application Servers, along with Microsoft Active Directory/ADAM servers for authentication. -The Integration tier enables seamless transmission of data using XML, JMS, and Web Services to integrate with internal/external systems. -The Data tier includes the Data Access and Data Storage layers. The Data Access layer is managed through the use of Container Managed Entity Beans. The Data Storage layer utilizes Oracle 10G Enterprise Edition with configured redundancy. This tier is physical and configured with a cluster of Oracle 10G database servers.
Software Description
Java based application that presents a web page to users. Oracle 12c is used for the database. Redhat Linux 6.6 is the operating system for the application servers with JBoss 6.4 as middleware. Java Enterprise Edition (Java EE), Java 1.7, OptimalJ 4.3 (MDA tool), Struts, IIR Search Server, Crystal Reports 10,Microstrategy (data warehouse reporting tool), Oracle 12c.
System Location
Resides on servers that are maintained by State STS located at both Data Center North and Data Center South
Backup Procedures
STS conducts daily and weekly backups for servers located at Data Center North and Data Center South
Disaster Recovery
STS conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications to be restored first and then continuing through priority list to less significant applications. STS designs and maintains plans for disaster recovery for both North and South Data Centers.
Data Migration Description
STS maintains data migration standards for all information stored in FileNet
Records Management Division (RMD)
06-03-2021
No recommended changes.
Tennessee State Library and Archives
06-04-2021
No recommended changes.
Comptroller Audit Review
06-04-2021
We have reviewed RDA 1246 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-04-2021
DCS has no further updates
RMD Director
06-22-2021
RDA 1246 is arequest to revise an RDA. The retention period will remain permanent. The format will be paper/electronic with paper records being sealed and maintained permanently in accordance with T.C.A. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1246.
Public Records Commission
10-25-2021
PRC approves RDA 1246.