An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2120
Effective Date
Record Series Abstract
Record series consist of Family Assistance Claim Determinations, Supplemental Nutrition Assistance Program(SNAP)Hearing and Disqualification Consent Agreements, TDHS Repayment Agreements, Claims Online Tracking System(COTS)screen prints of relevant sections, documentation of field work, proof of overage, related ACCENT client program participation case history screen prints and other collaborative data.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After the corresponding claim is paid out.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Family Assistance Claim Determination reports are received by TDHS Program Integrity/Investigations for review. These are claims involving Supplemental Nutrition Assistance Program (SNAP) over issuances to recipients where no Intentional Program Violation (IPV) was found. Cut off is when the claim is paid out. TDHS Program Integrity/Investigation offices can keep records either on site or at an authorized records center for 5 years, then destroy by State approved method.
Worksheet
Record Location
Records are located at TDHS statewide Program Integrity/Investigation offices.
File Arrangement
Alpha & Numeric
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
to
Agency
Allotment Code
345
Annual Accumulation
240 cu. ft.
Current Volume
3000 cu. ft.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
When requested, information is shared across state lines with like State agencies.
Essential Record
Yes - Original
Essential Record Stored
Essential records are 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
Agency Retention
5 years
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 2120 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 2120 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 five years. The format will remain paper. Recommend approval of request to revise RDA 2120.
Public Records Commission
02-25-2016
PRC approves RDA 2120.