An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10163
Effective Date
Record Series Abstract
THE PROGRAM IS DEDICATED TO THE CASE MANAGEMENT ACTIVITIES RELATED TO THE INVESTIGATION OF ALLEGED ACTIONS OF THE TENNESSEE DEPARTMENT OF CHILDREN'S SERVICES AND OTHER FUCTIONARIES. INFORMATION CONTAINED WITHIN CONSIST OF CHILD'S NAME, ADDRESS, ETC
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 and stored in paper or electronic format. Electronic records will be stored in agency for 5 years. Paper records are kept for 5 years. Paper records can be transferred to State Records Center after cut off and will be stored for 5 years. After retention records will be destroyed by state approved methods.
Worksheet
Record Location
Andrew Jackson State Office Building, 9th Fl Nashville,Tn 37243
File Arrangement
Case number
Media Format Generated
Both
Date Range
1994 - current
Allotment Code
31601
Annual Accumulation
1 GB; 1 cubic feet
Current Volume
18 GB; 1 cubic feet
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Andrew Jackson Building, 9th Floor, 502 Deaderick St, Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 10-7-504 (8) and TCA 37-5-107 (7)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
2
Retention Legal Citation
TCA 37-3-103 (E), (1), (3) and (4),
Electronic Records Plan Inventory
System Name
TCCY Ombudsman Program
Hardware Description
Cloud based services provided by STS from Microsoft Government Sector as part of contract.
Software Description
Microsoft SharePoint cloud hosted application
System Location
Microsoft Government Cloud
Backup Procedures
Vendor backup procedures guarantees on file as part of contract.
Disaster Recovery
Vendor disaster recovery guarantees on file as part of contract.
Data Migration Description
Procedures outlined in contract for updating software or for end of contract migration to new vendor.
RDA Comments
Records Management Division (RMD)
07-27-2017
No recommended changes.
Tennessee State Library and Archives
08-02-2017
No recommended changes.
Comptroller Audit Review
08-15-2017
We have reviewed RDA 10163 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-15-2017
Thank you.
RMD Director
08-16-2017
RDA 10163 is a request to revise an RDA. The retention will increase from three years to five years and destroy. The format will remain paper/electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10163.
Public Records Commission
09-07-2017
PRC approves RDA 10163.