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Adult Protective Services (APS) Client Case Files

RDA Number
Effective Date
Record Series Abstract
This records series consist of individual records for Adult Protective Services (APS) alleged victims/clients, including personal information, medical, financial and psychological records, images and the disposition of case information.
Record Series Active
Cut Off at End of
If Other, Explain
Files are cut off upon case closure and when there is no appeal, litigation or collection amount owed.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are received by telephone, paper and email, then added via data entry into an electronic format. Upon verification of the data and images the paper records are destroyed after 90 days. The electronic version is kept for 20 years. Both are destroyed according to state approved methods.
Record Location
Electronic records are stored within Tennessee Adult Protective Services (TNAPS).
File Arrangement
Media Format Generated
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Date Range
2013 to present
Allotment Code
Annual Accumulation
60 gigabytes
Current Volume
523 gigabytes
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
Electronic data and images are maintained and stored by Strategic Technology Solutions (STS) data center. After the required retention records are destroyed according to state approved methods.
Essential Record Media Type
Confidential Legal Citation
45 C.F.R. ยง 164.522
Does this Record Series Contain Sensitive Information?
Agency Retention
20 years
System Name
TNAPS (Tennessee Adult Protective Services)
Hardware Description
The electronic records are permanently stored in folders on a Strategic Technology Solutions (STS) VMWare Server. Metadata is stored in a database on an STS server. All hardware for maintaining the records series shall be maintained in accordance with the current standards of STS.
Software Description
Documents and their metadata are captured by using TNAPS .net web application. Documents can be uploaded directly into TNAPS or generated by TNAPS.
System Location
Department of Human Services uses the TNAPS System. The electronic records are kept on a VMWare server maintained and supported by STS at their Data Center.
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
TNAPS documents are uploaded from the TNAPS system itself or generated by TNAPS. The documents are stored in the folders on STS servers. The metadata captured at the time of upload is stored in a Microsoft SQL Server database and is never deleted.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11155 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 11155 is a request to revise an RDA. The retention period will change from six years to twenty years and then destroy. The format will be paper/electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11155.
Public Records Commission
PRC approves RDA 11155