An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2875
Effective Date
Record Series Abstract
Original case file records, including demographics, assessment, permanency plan, disciplinary reports, photographs, and other miscellaneous information, but not to include specific educational records, specific medical records, or case ETC.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Case records will be cut off at closure and retained until the youngest Alleged Child Victim's (ACV) 19th birthday then destroyed. If the case record closes within 7 years of the youngest ACV's 19th birthday or after youngest ACV's 19th birthday, records will be cut off at closure and retained 7yrs then destroyed
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Counsel on Accreditation requires that we maintain records until ACV reaches age of majority (age 18) or 7yrs after case closure, whichever is longer. Children can remain in Residential Treatment Facilities until age 19 so the Example: If the child is age 16, the record will be held 7 years from closure so that record will not be destroyed until that child reaches age 23.
Worksheet
Record Location
Department of Children's Services Youth Development Centers
File Arrangement
ALPHA
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
7/1/1996 - CURRENT
Agency
Allotment Code
359.1
Annual Accumulation
143 CU. FT
Current Volume
720 CU. FT.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Can be released in accordance with TCA 37-5-107 to any agency conducting child protective services. Federal Criminal Justice System, office of juvenile justice.
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
TCA 37-2-408
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Records Center Retention Period
7
Retention Legal Citation
TCA 37-2-408, TCA 37-1-612 Risk Prevention Management Rule 6.02 from Council on Accreditation
RDA Comments
Records Management Division (RMD)
05-19-2016
No recommended changes
Tennessee State Library and Archives
05-19-2016
No recommended changes.
Comptroller Audit Review
05-24-2016
We have reviewed RDA 2875 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-19-2016
No changes needed
RMD Director
06-01-2016
RDA 2875 is a request to revise an RDA. The cut off will change from the 24th birthday of the child to case closure. The retention period will remain seven years but the with addition that it is provided that youngest alleged child victim is now over the age of nineteen. The format will remain paper. The Title, Abstract, Disposition Notes, and Worksheet have been updated as well. Recommend approval of request to revise RDA 2875.
Public Records Commission
06-22-2016
PRC approves RDA 2875