An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11107
Effective Date
Record Series Abstract
Records include but not limited to: ELDER ABUSE INFORMATION, STATE HEALTH INSURANCE ASSISTANCE PROGRAM (SHIP) RECORDS, TITLE VI REPORTS FOR SITE VISITS, AND TITLE III CLIENT FILES.
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 format and kept in format generated. After retention period records are destroyed by state approved methods.
Worksheet
Record Location
502 Deaderick St. Nashville, TN 37243
File Arrangement
Chronological
Date Range
to
Allotment Code
31602
Annual Accumulation
4 cubic feet; 55,000 kb
Current Volume
6 cubic feet; 213,659 kb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
STARS, GrantSolutions, and AGIS
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
AGIS Network; GrantSolutions.gov; Mon Ami; National STARS data system provided by ACL
Hardware Description
OIR State Server; third-party servers for third-party services
Software Description
OIR State-approved desktop applications; third-party services listed here are browser-based
System Location
OIR State Server; AGIS: Saint Louis, Missouri; GrantSolutions.gov: Unknown
Backup Procedures
OIR State daily backup; AGIS daily backup; GrantSolutions.gov: Unknown
Disaster Recovery
OIR State daily backup; AGIS, and GrantSolutions.gov will operate under their own disaster recovery plans
Data Migration Description
OIR Data Migration Procedure; AGIS, and GrantSolutions.gov will have their own data migration policies in place
RDA Comments
Records Management Division (RMD)
06-04-2015
No recommended changes.
Tennessee State Library and Archives
06-04-2015
No recommended changes.
Comptroller Audit Review
06-08-2015
We have reviewed RDA 11107 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-08-0215
Thank you.
RMD Director
06-09-2015
RDA 11107 is a request for a new RDA. The retention period will be five years and the format paper/electronic. This RDA will allow for the retirement of RDAs 10058, 3001, 3008, & 3012. Recommend approval of RDA 11107
Public Records Commission
06-23-2015
PRC approves RDA 11107.