Core Data
RDA Number
11406
Effective Date
Mon, 10/20/2025
Record Series Abstract
Record includes Investigative Reports, Witness Statements, Documentary Evidence, Physical Evidence, On-Call Evidence (physical & documentary), correspondence and other investigation related documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off at the conclusion of investigations follow-up or appeal process.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Investigation reports prior to 2019 were created in paper format. Since 2019 reports are created upon start of investigation electronically (to include on-call records as applicable). Final reports are stored electronically in FileNet. All supporting physical evidence is stored in a secure area. On-call records are stored electronically separately unless it results in an investigation to include video recordings and photograph. Paper files are stored in agency. Paper and electronic records are stored in agency for 6 years after cutoff takes place. At the end of the retention period, electronic and paper records will be destroyed in accordance with state approved methods.
Worksheet
Record Location
Paper files: Agency warehouse; West: 11437 Milton Wilson Rd. Willow Unit Room 3, Arlington, TN 38002; Middle: 279D Stewarts Ferry Pike, Percy Priest Bldg. Rm 1114 & 1118, Nashville, TN 37214; East: 4850 East Andrew Johnson Hwy Central Services Bldg./Warehouse Room 143 and Room 153 Greeneville, TN 37745
Electronic files: FileNet
Electronic files: FileNet
File Arrangement
Alphabetical - active files, numeric before 2019
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1995 to current/on-going
Allotment Code
344.01
Annual Accumulation
7 GB
Since 2019 no annual paper accumulation (switched to electronic records)
Since 2019 no annual paper accumulation (switched to electronic records)
Current Volume
8,100 CF - Paper
145 GB - Electronic
145 GB - Electronic
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicaid Services, Office of Inspector General, and Department of Justice
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103
T.C.A. 52-3-103
45 C.F.R. Parts 160 & 164
T.C.A. 52-3-103
45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Records Center Retention Period
N/A
Retention Legal Citation
T.C.A. 52-3-101(d).
Electronic Records Plan Inventory
System Name
Shared File Servers/FileNet
Hardware Description
Server Windows 2012 R2
Software Description
Microsoft Office Applications
System Location
State of TN 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 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.
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 11406 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 11406 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, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11406.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11406
