Core Data
RDA Number
3071
Effective Date
Mon, 10/20/2025
Record Series Abstract
Individual Support Plans (ISPs) and Person Centered Support Plans (PCSPs); departmental facility and clinic records of services and supports provided to persons with an intellectual or developmental disability which may include, but are not limited to admission and preadmission documents, medical care, mental health, treatment, discharge summary, aftercare services, death certificate, escape reports and order for Judicial Commitment, etc.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Person's death or discharge/age of majority.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are kept in paper and electronic format. Any paper records scanned will be destroyed upon verification of successful transfer. Paper records not scanned will be kept until retention period expires. Electronic records are destroyed in accordance with state approved methods after retention period expires.
Worksheet
Record Location
Arlington, Greene Valley, and Clover Bottom Developmental Centers (11437 Milton Wilson Road, Arlington, TN 38002, 4850 E. Andrew Johnson Highway, Greeneville, TN 37744-0910, 275 Stewarts Ferry Pike, Nashville, TN 37214)
File Arrangement
alpha & numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1946 to current
Allotment Code
344.01
Annual Accumulation
50 cubic foot 1.88 Gigabytes
Current Volume
15,659 cubic foot 30 Gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Arlington, Greene Valley, and Clover Bottom Developmental Centers (11437 Milton Wilson Road, Arlington, TN 38002, 4850 E. Andrew Johnson Highway, Greeneville, TN 37744-0910, 275 Stewarts Ferry Pike, Nashville, TN 37214)
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
C.F.R. 45 Part 164, T.C.A. 33-3-103 and 10-7-504, T.C.A. 52-3-103
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 52-3-101(d).
Electronic Records Plan Inventory
System Name
Sharepoint
Hardware Description
Virtual Server
Software Description
Microsoft Office Applications - 0365
System Location
State of Tennessee Data Center Capitol Complex Services Center (CCSC), cloud
Backup Procedures
Application across data centers, complete weekly file backups.
Disaster Recovery
3 months on-site 7 years - Stone Mountain
Data Migration Description
Data is stored as a combination of pdf and/or Microsoft Word and Excel files.
Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file restore processes or by standard ETL processes, or files can be copied or moved by an individual user through normal Windows features.
Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file restore processes or by standard ETL processes, or files can be copied or moved by an individual user through normal Windows features.
RDA Comments
Records Management Division (RMD)
Thu, 07/31/2025
No recommended changes.
Tennessee State Library and Archives
Tue, 08/05/2025
No recommended changes.
Comptroller Audit Review
Mon, 08/11/2025
We have reviewed RDA 3071 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Fri, 08/22/2025
Thank you!
RMD Director
Thu, 09/25/2025
RDA 3071 is a request to revise an RDA. The retention period will change from eleven years to ten years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 3071.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 3071
