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Child and Adult Care Food Program/Summer Food Services Program Sponsor Files (CACFP/SFSP)

RDA Number
Effective Date
Record Series Abstract
This record series consists of sponsor application, sponsor agreement, license to operate, monitoring report, documentation of National Disqualified List (NDL) verification, approval letter, attestation agreement, activity log, annual review, budget, contract, health inspection, enrollment and attendance verification, organization plan, policy & procedure and all other required collateral documentation and correspondence.
Record Series Active
Cut Off at End of
If Other, Explain
When the agreement and or contract has been fulfilled and there is no outstanding debt owed, litigation, or audit hold, file is inactive and cut off.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
A file is created for each program sponsor and maintained in agency or at a State approved off-site storage facility. Both paper and electronic versions are kept for 5 years after cut off, then destroyed according to state approved methods.
Record Location
Statewide, in county Human Services offices.
File Arrangement
Year then Alphabetically
Media Format Generated
Date Range
2000 to current
Allotment Code
Annual Accumulation
95 cubic feet / 8 Gigs
Current Volume
85 cubic feet / 2 Gigs
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
U.S. Department of Agriculture, Food and Nutrition Services
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
System Name
Tennessee Information Payment System (TIPS)
Hardware Description
System is hosted on 2 VM's with 4 CPU's, 8GB RAM, and 200 GB Storage.
Software Description
Windows Server 2012R2, IIS, MS SQL 2012
System Location
Austin, Texas
Backup Procedures
Full DB backups are performed nightly and stored on the VM. VM backups are also performed nightly and stored in the backup system storage
Disaster Recovery
The VMs are hosted across 3 physical hosts with sufficient capacity to endure any single physical host failure. In the event of any physical failure, the VM can be migrated to a new physical host. For any other VM-based failures, VM images can be restored from backup.
Data Migration Description
All modifications to the TIPS program will be submitted
Records Management Division (RMD)
No recommend changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA ID2150 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes
RMD Director
RDA 11184 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11184.
Public Records Commission
PRC approves RDA 11184.