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CHILD NUTRITION PROGRAM

Core Data
RDA Number
3085
Effective Date
Record Series Abstract
Record includes, but not limited to ADMINISTRATIVE REVIEWS, CERTIFICATIONS (Student Benefits, Continuing Education Units) GRANTS, APPLICATIONS 7 CFR PART 210 SUB CHAPTER A CHILD NUTRITION PROGRAMS
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic. After the paper records are scanned and verified, paper records are kept in agency until end of retention. Electronic copies are made of the paper records to work with. After 5 years paper records will be destroyed by state approved methods.
Worksheet
Record Location
1240 Foster Avenue. Nashville, TN 37243
File Arrangement
Chronologically
Date Range
to
Agency
Dept. of Education
Allotment Code
331.35
Annual Accumulation
38-40 cubic feet, 10 gigs of electronic storage
Current Volume
38 cubic feet; 9 gigs
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Agriculture (USDA)
Essential Record
Yes - Original
Essential Record Stored
1240 Foster Avenue. Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
7 CFR PART 210.15, 210.20, 210.18, 210.23
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
7 CFR PART 210
Electronic Records Plan Inventory
System Name
Tennessee Meals, Accounting and Claims (TMAC)
Hardware Description
Web Based System is hosted on 2 VM's (Virtual Machine's) with 4 CPU's (Central Processing Unit), 8GB RAM (Random Access Memory), and 200 GBs (GigaBytes) of Storage.
Software Description
Windows Server 2012R2, IIS (Internet Information Services), MS SQL (MicroSoft Structured Query Language) 2012
System Location
Colyar Technology Solutions, formerly known as, Colyar Consulting Group , 22420 N. 18th Drive, Phoenix, AZ 85027
Backup Procedures
Colyar Technology Solutions, formerly known as, Colyar Consulting Group maintains documentation for 4 years plus the current year including books, records, and documents and they can be retrieved upon reasonable notice by the State. Full DB (DataBase) backups are performed nightly and stored on the VM (Virtual Machine). VM (Virtual Machine) backups are also performed nightly and stored in the backup system storage.
Disaster Recovery
Colyar Technology Solutions, formerly known as, Colyar consulting Group maintains documentation for 4 years plus the current year including books, records, and documents and they can be retrieved upon reasonable notice by the State. The VMs (Virtual Machines) are hosted across 3 physical hosts with sufficient capacity to endure any single physical host failure. In the event of any physical failure, the VM(Virtual Machine) can be migrated to a new physical host. For any other VM (Virtual Machines)-based failures, VM (Virtual Machine) images can be restored from backup.
Data Migration Description
The delivery depends on the circumstances requiring a data migration. The vendor would provide our data in whatever media we desire. The data could be transferred to physical media that would be mailed to us, the data could be transferred to another web server electronically, or the data could be uploaded to a secure file server.
Metadata Description
TMAC-Tennessee Meals, Accounting and Claims contains documents related to the life cycle of the School Nutrition Program, including but not limited to records pertaining to training, compliance, administrative reviews, meal counting and claiming and reporting. Data is submitted and retrievable using Excel, Word and PDF format. Data includes but is not limited to information regarding schools, parents, students, addresses, demographics, financial and personal identifying information.
RDA Comments
Records Management Division (RMD)
06-08-2016
Please clarify when Electronic Records are being destroyed.
Tennessee State Library and Archives
06-08-2016
TSLA concurs.
Comptroller Audit Review
06-06-2016
We have reviewed RDA 3085 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-15-2016
Education agrees no recommended changes.
RMD Director
07-28-2016
RDA 3085 is a request to revise an RDA. The retention period will be five years and the format will change to paper/electronic. The Abstract, Disposition Notes, and Worksheet were also updated. Recommend approval of request to revise RDA 3085.
Public Records Commission
11-03-2016
PRC approves RDA 3085.