An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2119
Effective Date
Record Series Abstract
Record series consist of source documents for an Intentional Program Violation(IPV) claim. Waiver of Hearing and Disqualification Consent Agreement, Administrative Disqualification Hearing Order and or a Criminal Court Order and other related supporting documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After the corresponding claim is paid out.
Total Retention Years
80
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These are claims involving Supplemental Nutrition Assistance Program (SNAP) over issuances to recipients where an Intentional Program Violating (IPV) was found. Cut off is when the claim is paid out. TDHS Program Integrity/Investigations offices shall keep records either on site or at a state approved records center, then destroy at end of retention by State approved methods. At cutoff files shall be purged of supporting documentation. However, Waiver of hearing and Disqualification Consent Agreement, Administrative Disqualification Hearing Order and Criminal Court Order documents must be kept until the client is deceased or turns 80. Additionally, if there was an individual living in the house that was 18 or older when the violation occurred, they become liable and records must be kept until that person is deceased or turns 80, per 7 CFR 272.1
Worksheet
Record Location
Files are located at TDHS Statewide Program Integrity/Investigation offices.
File Arrangement
Alpha and Numeric
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
to
Agency
Allotment Code
345
Annual Accumulation
22 cu ft
Current Volume
202 cu ft
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Upon request, information is shared across state lines with like State agencies.
Essential Record
Yes - Original
Essential Record Stored
Essential record is stored statewide at TDHS Program Integrity/Investigation offices and State approved record storage facilities.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
45 CFR 92.42 7 CFR 272.1 / FSP - State Retention of Program and Fiscal Records USDA Administrative Notice 9-98 / DHS Rules Chapter 1240-01-13
Does this Record Series Contain Sensitive Information?
No
Retention Legal Citation
45 CFR 92.42 7 CFR 272.1 / FSP - State Retention of Program and Fiscal Records USDA Administrative Notice 9-98 / DHS Rules Chapter 1240-01-13
RDA Comments
Records Management Division (RMD)
02-05-2016
No recommended changes.
Tennessee State Library and Archives
02-05-2016
No recommended changes.
Comptroller Audit Review
02-05-2016
We have reviewed RDA 2119 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-05-2016
No recommended changes.
RMD Director
02-11-2016
RDA 2119 is a request to revise an RDA. The Title, Abstract, Disposition, Cut Off, and Worksheet have been updated. The retention period will change from three years to eighty years. The format will remain paper. Recommend approval of request to revise RDA 2119.
Public Records Commission
02-25-2016
PRC approves RDA 2119.