Core Data
RDA Number
11108
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records include but not limited to: Legal files and quality assurance complaints/incidents. Letters and reports about the investigation. This includes a complaint summary form in a table format and a complaint case sheet with all the details of the issue.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon closure of case.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper format. After retention period records are destroyed by state approved methods.
Worksheet
Record Location
Agency's warehouse storage
File Arrangement
By Case Number
Media Format Generated
Paper
Media Format Generated Summary
Paper: Sheet
Media Format Stored
Paper
Media Format Stored Summary
Paper: Sheet
Date Range
2011 to current
Allotment Code
344.01
Annual Accumulation
1/4 cubic feet
Current Volume
1 cubic feet
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 52-3-103
T.C.A. 33-3-103
C.F.R. 45 Parts 160 & 164
T.C.A. 33-3-103
C.F.R. 45 Parts 160 & 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
RDA Comments
Records Management Division (RMD)
Fri, 09/19/2025
Recommend changing the Retention Period to 10 years to reflect the requirements under T.C.A. 52-3-11(d). Also recommend changing Cut Off to add “If the records involve a minor client, then the cut off shall be after the age the minor reaches the age of majority."
Update: After discussions with the agency the legal citation for a six-year retention was clarified. An agency memo has been added to the documentation. There are no recommended changes. 09-18-2025
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11108 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 11108 is a request to revise an RDA. The retention period will change from five years to six years and destroy. The format will be paper. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11108.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11108
