Core Data
RDA Number
2341
Effective Date
Mon, 04/20/2026
Record Series Abstract
Documents relating to Department of Human Services (DHS) provider files including Quality Rating Improvement System (QRIS) and Health and Safety monitoring documentation, provider applications, correspondence, disqualified letters, agreement letters, activity logs, enrollment and attendance forms, annual reviews, scanned forms, plans, child care contract, disallowed cost allocation letter, provider attestation letters, justification of disallowed cost, documents contesting the disallowed cost and other collateral documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off when the agreement and/or contract has been fulfilled and there is no outstanding obligation, debt owed litigation or debt owed, litigation hold, or legal action against Director, Owner or Applicant.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are created and maintained electronically or at a State approved off-site storage facility. Documents from 2020 through current date, are scanned and maintained electronically. Once digital images have been verified and indexed then the paper file can be destroyed. Records are kept for 5 years after cut off, then destroyed according to state approved methods.
Worksheet
Record Location
Service Now (E-Licensing/C-CARE), SharePoint and State approved offsite storage facilities.
File Arrangement
Chronologically, Alphanumeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2020-Current
Agency
Allotment Code
345
Annual Accumulation
Electronic- 100 GB
Paper- 0
Paper- 0
Current Volume
Electronic- 1100 GB
Paper- 861Cubic Feet
Paper- 861Cubic Feet
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Agriculture, HHS/ACF, Law Enforcement
Essential Record
Yes - Original
Essential Record Stored
Original records are stored electronically or in State approved offsite storage facilities.
Essential Record Media Type
Electronic
Confidential
No
Media Recommendation Other
Electronic
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Retention Legal Citation
45 C.F.R. 98.90(e)-98.93
45 C.F.R. 98.101(e)
T.C.A: 71-3-513
DHS Rule: 1240-04-01-.08
45 C.F.R. 98.101(e)
T.C.A: 71-3-513
DHS Rule: 1240-04-01-.08
Electronic Records Plan Inventory
System Name
Service Now/Box/Sharepoint
Hardware Description
Service Now and Box are hosted in their respective cloud data centers. Box is hosted by Google and Service Now is self hosted by Service Now.
Files created May 2022 and prior are stored in SharePoint hosted in SharePoint Online, part of statewide tenant for TN, physical host is Azure\O365.
Files created May 2022 and prior are stored in SharePoint hosted in SharePoint Online, part of statewide tenant for TN, physical host is Azure\O365.
Software Description
SharePoint Online is a MS 365 Azure hosted platform in compliance with Fed Ramp and state requirements concerning security and use, files and metadata for Child Care Providers are stored.
Box is similar to SharePoint, used to store files and metadata for them.
Service Now platform similar to SP and Box, can store files, and host systems\workflows.
Box is similar to SharePoint, used to store files and metadata for them.
Service Now platform similar to SP and Box, can store files, and host systems\workflows.
System Location
Service Now and Box are both hosted in their respective clouds. Box is hosted in Google and Service Now is self hosted by Service Now. SharePoint is hosted in SharePoint Online, part of statewide tenant for TN, physical host is Azure/O365.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Files are uploaded to Box from within the Service Now System. Data is entered directly into SharePoint, files that are needed are uploaded directly in SharePoint using SharePoint default functionality.
RDA Comments
Records Management Division (RMD)
Wed, 03/11/2026
No recommended changes.
Tennessee State Library and Archives
Tue, 03/17/2026
No recommended changes.
Comptroller Audit Review
Mon, 03/16/2026
We have reviewed RDA 2341 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 03/18/2026
No additional comments.
RMD Director
Mon, 03/23/2026
RDA 2341 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2341.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 2341.
