Core Data
RDA Number
11304
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records consist but are not limited to: court pleadings such as petition, affidavits, consent to serve, orders issued by the court, pleadings from earlier proceedings involving the same person, any correspondence and background information pertaining to the person served, such as information supplied by department's regional office personnel, independent support plans and documents describing the behavior of person served.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After termination of services
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record is created when a need arises to file for original conservatorship or when conservatorship needs to be transferred. Files are maintained in the department's Office of General Counsel for up to 1 year after activity on file is completed. Thereafter, records are stored in the department's warehouse until the end of retention period and destroyed according to State approved methods.
Worksheet
Record Location
Department's Office of General Counsel, 8th Floor, 315 Deaderick Street, Nashville, TN 37243 for up to 1 year after activity ceases. Thereafter files are maintained at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Alphabetical for active files, numeric by box numb
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2003-current
Allotment Code
344.01
Annual Accumulation
Paper: 2.5 CF
Electronic: less than 1 GB
Electronic: less than 1 GB
Current Volume
Paper: 43CF
Electronic: 8 GB
Electronic: 8 GB
Record Value
Legal
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?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A 52-3-101(d)
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
Microsoft Office Applications
System Location
State of Tennessee Data Centers
Backup Procedures
Replication across data centers, complete weekly file backup.
Disaster Recovery
3 months - on site 7 years - Iron Mountain
Data Migration Description
Data is stored as a combination of Pdf and/or MS Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file restore processes or by standard ETL processes, or files can be copied or moved by and individual user through normal Windows features.
RDA Comments
Records Management Division (RMD)
Fri, 09/19/2025
Recommend changing Cut Off to add “If the records involve a minor client, then the cut off shall be after the minor reaches the age of majority."
Update: After discussions with the agency, it is determined there is no need to update the cut-off to include the minor client reaching the age of majority. No recommended changes. 09/19/2025
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11304 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 11304 is a request to revise an RDA. The retention period will change from eleven years to six years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11304.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11304
