An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11308
Effective Date
Record Series Abstract
These records are pertaining to services that are provided to families of persons supported for special situations and instead of the families receiving Waiver services. Citizenship documentation, Employment and Community First Choices - Family Support Guidelines, Attestation Forms, HIPAA forms, Appointment forms, correspondence to contract agencies.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received electronically and stored on Department's F & H drive. After retention time, records are destroyed by state approved methods.
Worksheet
Record Location
Citizen's Plaza, 10th Floor, 400 Deaderick Street, Office 10.151, Nashville, TN 37243
File Arrangement
Alpha
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2013-current
Allotment Code
344.01
Annual Accumulation
100 Gigabytes
Current Volume
F Network Drive 420 GB H Network Drive 195 MB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
Privacy Act of 1974 amended
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
Retention Legal Citation
Privacy Act of 1974 amended
Electronic Records Plan Inventory
System Name
Shared Network Storage Records are stored in the State of Tennesse Data Centers
Hardware Description
Server Windows 2012 R2
Software Description
Windows Microsoft Word and Excel Programs
System Location
State of Tennessee Data Centers
Backup Procedures
Replication across Data Centers, Complete Weekly File Backup
Disaster Recovery
3 month on-site 7 years - Stone Mountain
Data Migration Description
data is stored as combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
RDA Comments
Records Management Division (RMD)
10-04-2018
Please explain why State Council Meeting agendas and minutes are not being kept permanently as part of SW08 - Boards and Commission Documents
Tennessee State Library and Archives
10-04-2018
TSLA concurs in RMD comment.
Comptroller Audit Review
10-04-2018
Audit concurs with RMD comments.
Agency Records Officer
10-08-2018
State council meetings and agendas will be pulled out and sent to the Library & Archives as part of SW08. Thank you!
RMD Director
10-12-2018
RDA 11308 is a request for a new RDA. The retention period will be ten years and destroy. The format will be electronic. Agency has indicated that council meetings and agendas will be kept under SW08, Boards and Commission Documents per staff recommendation. Recommend approval of request to create RDA 11308 with the following change: Records Series Abstract: These records are pertaining to services that are provided to families of persons supported for special situations and instead of the families receiving Waiver services. Citizenship documentation, Employment and Community First Choices - Family Support Guidelines, Attestation Forms, HIPAA forms, Appointment forms, correspondence to contract agencies.
Public Records Commission
10-30-2018
PRC approves RDA 11308 with the following changes: Records Series Abstract: These records are pertaining to services that are provided to families of persons supported for special situations and instead of the families receiving Waiver services. Citizenship documentation, Employment and Community First Choices - Family Support Guidelines, Attestation Forms, HIPAA forms, Appointment forms, correspondence to contract agencies.