Core Data
RDA Number
2117
Effective Date
Mon, 04/21/2025
Record Series Abstract
This record series consists of records for Rehabilitation Services customers which could include a variety of services such as TN Technology Access Program (TTAP), Independent Living Services (ILS), and Personal Care Attendants (PCA). Records in this series include but are not limited to customer personal information, medical records, psychological records, school records, training records, including TRC-Smyrna Vocational Rehabilitation training program student records, communication to and about the student during their time at TRC, service authorizations, disposition of case information and any other related information.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Records are cut off upon case closure. Cases can be either closed as successfully or unsuccessfully rehabilitated, or graduation or discharge from the TRC-S VR training program. Prior to expungement of case records Department of Rehabilitation Services (DRS) staff will follow necessary steps to ensure that cases are reviewed and that there are no outstanding obligations, no ongoing litigation, nor no debt owed by the customer that would prevent the case from being eligible for expungement.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be maintained in either paper or electronic format. Records that are received as paper are scanned into digital format within 30 days of receipt. Upon verification of images the paper records are destroyed after 90 days and the electronic version is kept for the remainder of the retention period, then destroyed according to state approved methods.
Worksheet
Record Location
Records are electronically stored in the DRS case management system AWARE. PCA records are stored electronically on DHS shared server drive. TRC-S VR training program student records prior to 2022 are maintained in paper format and stored in state approved offsite storage facilities; records from 2022 to present are maintained electronically in the TRC-S SharePoint site. DRS maintains paper documents at statewide DRS offices and facilities.
File Arrangement
Alpha and Numeric
Media Format Generated
Electronic
Paper
Date Range
2017 to Present
Agency
Allotment Code
345
Annual Accumulation
17 cu. ft. 180 gigabytes
Current Volume
89 cu. ft. 1036 gigabytes.
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Dept of Education - Rehabilitation Services Administration (RSA), US Dept of Health and Human Services
Essential Record
Yes - Original
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
T.C.A. 49-11-613 and 34 C.F.R. 361.38
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years 0 months
Retention Legal Citation
T.C.A. 49-11-613 and 34 C.F.R. 361.38
Electronic Records Plan Inventory
System Name
Rehabilitation Services Case Management System (AWARE) SharePoint (TRC-S)
Hardware Description
AWARE: Hardware is managed by vendor (Alliance Enterprises) and meets State requirements, as determined by STS, in the contract procurement process.
SharePoint: Hosted in SharePoint Online, part of statewide tenant for TN.
SharePoint: Hosted in SharePoint Online, part of statewide tenant for TN.
Software Description
AWARE: Software is managed by vendor (Alliance Enterprises) and meets State requirements, as determined by STS, in the contract procurement process.
SharePoint: SharePoint Online is in compliance with Fed Ramp and state requirements concerning security and use.
SharePoint: SharePoint Online is in compliance with Fed Ramp and state requirements concerning security and use.
System Location
AWARE: Electronic case management records are maintained and hosted in the cloud by the Rehabilitation case management system vendor, Alliance Enterprises, Inc.
SharePoint: Human Services is a sub-tenant of the statewide SharePoint Online tenant.
SharePoint: Human Services is a sub-tenant of the statewide SharePoint Online tenant.
Backup Procedures
All backup procedures are described in the vendor’s Disaster Recovery Plan.
Disaster Recovery
The VR case management system vendor, Alliance Enterprises, Inc., has a detailed Disaster Recovery Plan
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
An Enterprise Content Management (ECM) Database System application is used to access the stored documents.
RDA Comments
Records Management Division (RMD)
Thu, 03/13/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 03/17/2025
No recommended changes.
Comptroller Audit Review
Mon, 03/17/2025
We have reviewed RDA 2117 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 03/19/2025
No recommended changes.
RMD Director
Fri, 03/28/2025
RDA 2117 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2117.
Public Records Commission
Mon, 04/21/2025
PRC approves RDA 2117
