An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2991
Effective Date
Record Series Abstract
Records consist of assessments, authorizations, meeting notes and reports. Each record has personal information bound by HIPAA and FERPA. Records include but are not limited to child health and education details as well as parent information.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off begins the day the child becomes inactive (differs for each child). Destruction of records will occur when the child is considered inactive (exited from Part C early intervention program) for six years, effective April 30th of each year.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The record is created when a child enters our system (electronic & paper records). The record is maintained electronically (while paper records are still kept). After the child becomes inactive, records are kept for 6 years and are destroyed on April 30th, according to state approved destruction methods.
Worksheet
Record Location
TEIS Regional Offices:
2175 Business Center Drive, Ste. 11, Memphis, TN 38134
210 Hurt Street, Martin, TN 38238
1501 Riverside Drive, Ste. 230, Chattanooga, TN 37406
2175 Business Center Drive, Ste. 11, Memphis, TN 38134
210 Hurt Street, Martin, TN 38238
1501 Riverside Drive, Ste. 230, Chattanooga, TN 37406
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2008 to Current
Allotment Code
344.01
Annual Accumulation
Approx. 63 CF paper.
Approx. 1 GB electronic
Approx. 1 GB electronic
Current Volume
533 CF paper. 7.8 GB electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Department of Education
Essential Record
No
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
T.C.A. 52-3-103, 34 C.F.R. 303 401-417, 20 U.S.C. 1232g; and 34 CFR part 99
45 CFR PARTS 160 & 164; TCA 33-3-103
45 CFR PARTS 160 & 164; TCA 33-3-103
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Shared File Servers
Hardware Description
Windows Network virtual server house in the State Data Center, TEIDS Servers managed by Yahasoft
Software Description
Windows Server 2012 R2
Sharepoint: Cloud-hosted system
TEIDS Saas Web based real-time data management system provided by Yahasoft (TEIDS)
Sharepoint: Cloud-hosted system
TEIDS Saas Web based real-time data management system provided by Yahasoft (TEIDS)
System Location
State Data Center
Backup Procedures
Data is replicated across data centers along with nightly backups to disk which is kept for 30 days then written to the cloud storage tier for up to 7 years. TEIDS: nightly backup process (Yahasoft).
Disaster Recovery
Restore from appropriate backup is requested for one of file and folder situations, full or DR procedures are maintained by the state data center. Sharepoint: Managed by STS. TEIDS: Restore from latest server backup (managed by Yahasoft).
Data Migration Description
The data resides in an SQL database located at the data center. If there were a need for migration it could be done by STS database administrators. Sharepoint: document migration (if needed) would be done by STS technical support.
RDA Comments
Records Management Division (RMD)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 2991 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2024
Thank you!
RMD Director
08-28-2024
RDA 2991 is a request to revise an RDA. The retention period will change from five years and then destroy to six years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2991.
Public Records Commission
09-23-2024
PRC approves RDA 2991.