An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2509
Effective Date
Record Series Abstract
Each record is by child and includes all financial and trust information detailing amounts received, expended, and if any, funds that were returned to the federal government upon child's release from custody. This also includes any journals or transactions in Edison that contain fund 75004 and 75005.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off when child leaves state custody and maintain until that child's 18th birthday. If the child leaves custody within 7 years of their 18th birthday, the record will be maintained 7yrs after case closure.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The record is stored in both paper and electronic format. These records are to be kept until the child's 18th birthday or 7 years after the child leaves DCS Custody, whichever is longer.
Worksheet
Record Location
UBS Building, Edison
File Arrangement
Alpha
Media Format Generated
Both
Date Range
01/01/1991-current
Agency
Allotment Code
359.1
Annual Accumulation
8 cu. ft./.01gb
Current Volume
190 cu. ft./.05gb
Record Value
Fiscal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
TCA 37-2-408
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7years but may be moved to State Records Center if storage space becomes an issue.
Retention Legal Citation
45 CFR 75, 81 FR 1356.60,
Electronic Records Plan Inventory
System Name
Edison
Hardware Description
STS Maintaines the servers that house Edison in both Data Center North and Data Center South
Software Description
File/Net Edison interface
System Location
Located on STS maintained servers in Data Center North and Data Center South
Backup Procedures
STS conducts daily and weekly backups for the servers located at Data Center North and Data Center South
Disaster Recovery
STS develops and maintains the disaster recovery plans for Data Center North and Data Center South. This includes the businesss resumption plans for restoration of Edison in the event of a loss.
Data Migration Description
STS developes and maintaines the migration plans for all data stored in Edison.
RDA Comments
Records Management Division (RMD)
09-08-2016
No recommend changes.
Tennessee State Library and Archives
09-08-2016
No recommended changes.
Comptroller Audit Review
09-08-2016
We have reviewed RDA 2509 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-21-2016
No Recommended Changes
RMD Director
09-28-2016
RDA 2509 is a request to revise an RDA. The retention period will increase from six years to seven years and the format will be paper/electronic. The Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2509.
Public Records Commission
11-03-2016
PRC approves RDA 2509.