An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11155
Effective Date
Record Series Abstract
This records series consist of individual records for Adult Protective Services (APS) alleged victim/clients, including personal information, medical, financial and psychological records, images and the disposition of case information.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off upon case closure.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received telephonically, by 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 6 years. Both are destroyed according to state approved methods.
Worksheet
Record Location
The records are located in the DHS County office for which the referral was assigned.
File Arrangement
Alpha
Date Range
to
Agency
Allotment Code
345
Annual Accumulation
102 cu ft 27 gigabytes
Current Volume
610 cu ft. 162 gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Adult Protective Services (APS) maintains and stores the paper documents on site. 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
Electronic
Confidential
Yes
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years 0 months
Retention Legal Citation
C.F.R. 45 164.522 - 530 T.C.A. 71-6-103
Electronic Records Plan Inventory
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 multi-function devices and scanning the document using a coversheet from TNAPS using Lexmark Document Distributor software and a DHS .net web application. Documents may also 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 scanned via state mfp on the state network, uploaded from the TNAPS system itself or generated by TNAPS. The documents are stored in the folders on STS servers the FARAS.net application uses. The metadata captured at the time of scan is stored in a Microsoft SQL Server database and is never deleted.
RDA Comments
Records Management Division (RMD)
09-01-2016
No recommended changes
Tennessee State Library and Archives
09-01-2016
No recommended changes.
Comptroller Audit Review
09-01-2016
We have reviewed RDA 11155 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-07-2016
No recommended changes
RMD Director
09-30-2016
RDA 11155 is a request to revise an RDA. The retention period will remain six years and the format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11155.
Public Records Commission
11-03-2016
PRC approves RDA 11155.