Core Data
RDA Number
10218
Effective Date
Mon, 10/20/2025
Record Series Abstract
The records include but are not limited to multiple years or survey related data. Demographics maintained (dates associated with surveys, types and numbers of records reviewed, types and number of sites reviewed, types of services reviewed. Data is maintained in an access database.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
calendar year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These Quality Assurance (QA) records are generated after survey is conducted, maintained & stored electronically. These records are destroyed by state approved methods at the end of the retention period.
Worksheet
Record Location
Data Center (F:Drive/Network Drive) Capitol Complex Services Center (CCSC)
File Arrangement
Alphabetic
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
7/2004 - current
Allotment Code
344.01
Annual Accumulation
11 MB
Current Volume
176 MB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicare and Medicaid Services 61 Forsyth Street, SW, Suite 4T20 Atlanta, Georgia 30303-8909
Essential Record
Yes - Original
Essential Record Stored
Data Center (F: Drive/Network Drive) Capitol Complex Services Center (CCSC)
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
Shared Network Storage. Records are stored on file servers within the State's Data Center using Storage Area Network (SAN) Space.
Hardware Description
Server Windows 2012 R2
Software Description
Microsoft Office Applications
System Location
State of TN Data Centers
Backup Procedures
Replication across data centers, complete weekly file backup.
Disaster Recovery
3 months on-site 7 years - Stone Mountains
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.
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Fri, 09/19/2025
We have reviewed RDA 10218 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Thu, 09/25/2025
RDA 10218 is a request to revise an RDA. The retention period will change from thirty years to six years and destroy. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10218.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 10218
