Core Data
RDA Number
11310
Effective Date
Mon, 10/20/2025
Record Series Abstract
Consist of Protection from Harm training curriculum and handouts, testing materials, Provider Meeting agenda, attendance records, handouts and minutes, Protection from Harm Agency profiles, vulnerable person score reports and individual profiles, correspondence, incident reports.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained electronically and in paper format. Paper files are stored in locked file cabinets. Electronic files on h drive. After retention time, records are destroyed in accordance with State approved methods.
Worksheet
Record Location
8th Fl. UBS Bldg.
File Arrangement
Chronological by month and year
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Paper: Book
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2008 to current
Allotment Code
344.01
Annual Accumulation
Paper 2 CF
Electronic 21.5 GB
Electronic 21.5 GB
Current Volume
Paper 6 CF
Electronic 82.35 GB
Electronic 82.35 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 52-3-103
T.C.A. 33-3-103
45 C.F.R. Parts 160 & 164
T.C.A. 33-3-103
45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
Shared File Servers
Hardware Description
Virtual Server housed in the State Data Center
Software Description
Windows Server 2012 R2
System Location
State Data Center
Backup Procedures
Data is replicated across data centers along with nighty backups to disk which is kept for 30 days then written to the cloud storage tier for up to 7 years.
Disaster Recovery
Restore from appropriate backup is requested for one off file and folder situations; full DR procedures are maintained by the State Data Center
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators..
RDA Comments
Records Management Division (RMD)
Fri, 09/19/2025
Recommend changing the Retention Period to 10 years to reflect the requirements under T.C.A. 52-3-11(d). Also recommend changing Cut Off to add “If the records involve a minor client, then the cut off shall be after the age the minor reaches the age of majority."
Update: After discussions with the agency the legal citation for a six-year retention was clarified. An agency memo has been added to the documentation. There are no recommended changes. 09-18-2025
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11310 from an audit standpoint. We concur with the recommended retention and dispositions specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 11310 is a request to revise an RDA. The retention period will change from ten years to six years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11310.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11310
