An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2982
Effective Date
Record Series Abstract
Original case files records may include demographics, assessment, treatment, permanency place, case recordings, notes, placement and other miscellaneous information on Social Services and Juvenile Justice children that are no longer in the physical custody, control or supervision of the state.
Record Series Active
No
Cut Off at End of
Other
If Other, Explain
Case records will be cut off at closure and retained until the youngest Alleged Child Victim's (ACV) 18th birthday then destroyed. If the case record closes within 7 years of the youngest ACV's 18th birthday or after youngest ACV's 18th birthday, records will be cut off at closure and retained 7yrs then destroyed
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Counsel on Accreditation requires that Department of Children Services maintain records until ACV reaches age of majority (age 18) or 7yrs after case closure, whichever is longer. Example: If child is age 3, agency will hold that record until the child's 18th birthday and destroy the record at that time. If the child is age 16, the record will be held 7 years from closure so that record will not be destroyed until that child reaches age 23.
Worksheet
Record Location
All DCS Offics and State Records Senter
File Arrangement
ALPHABETICAL (LAST NAME, FIRST NAME)
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
1985-2011
Agency
Allotment Code
359.1
Annual Accumulation
As of 2011, no records have been created under RDA 2982. These records were replaced by RDA 11016. Due to the RDA 11016 containing records on ALL children in the family, RDA 2982 cannot be retired until all records have reached their retention cycle.
Current Volume
18,200cuft paper
Record Value
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Other Child Protection Agencies in other states have a right to these records under 37-5-107.
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 37-2-408
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7yrs but can be moved to the State Records Center after 1yr if space needs require.
Records Center Retention Period
7
Retention Legal Citation
TCA 37-2-408, US Code Title 42,RPM 6.02
RDA Comments
Records Management Division (RMD)
05-19-2016
No recommended changes
Tennessee State Library and Archives
05-19-2016
No recommended changes.
Comptroller Audit Review
05-24-2016
We have reviewed RDA 2982 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-25-2016
No changes needed
RMD Director
05-27-2016
RDA 2982 is a request to revise an RDA. The cut off will change from the fiscal year after the 24th birthday of the child to case closure. The retention period will remain seven years but the with addition that it is provided that youngest alleged child victim is now over the age of eighteen. The format will remain paper. The Abstract, Disposition Notes, and Worksheet have been updated as well. Recommend approval of request to revise RDA 2982.
Public Records Commission
06-22-2016
PRC approves RDA 2982