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Closed Family Case Files

RDA Number
Effective Date
Record Series Abstract
The records are generated by DCS Case Managers within the normal course of business. These files may include following information from every member of the family being served: Social History, Medical History, Education, Legal Documents, Placement Agreements, Drug and Alcohol Assessments, Copies of Birth Certificates, Copies of Social Security Cards and case recordings.
Record Series Active
Cut Off at End of
If Other, Explain
Case records will be cut off at closure and retained until the youngest Alleged Child Victim's (ACV) 19th birthday then destroyed. If the case record closes within 7 years of the youngest ACV's 19th birthday or after youngest ACV's 19th birthday, records will be cut off at closure and retained 7yrs then destroyed
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Counsel on Accreditation (COA) requires that Department of Children Services maintain records until ACV reaches age of majority (age 18) or 7yrs after case closure, whichever is longer. Also, children who have come in contact with DCS can bring legal action up until age 19. Example: If child is age 3, agency will hold that record until the child's 19th birthday and destroy the record at that time. If the child is age 16, the record will be held 7 years from closure so that record will not be destroyed until that child reaches age 23.
Record Location
The records are stored in DCS Records Rooms in the various offices across the state. The records are maintained in the county of venue where the family receives service.
File Arrangement
alphabetically by primary caretaker's name
Media Format Generated
Media Format Stored
Date Range
October 2010 to current
Allotment Code
Annual Accumulation
Estimated average of 2600 cu ft per year
Current Volume
11800 cu ft
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Any state or federal governement agency that has the responsibility to investigate child abuse or are responsbile for providing child protective services, may request these records.
Essential Record
Essential Record Stored
Substantial portions of these records can be reproduced in the event of a disaster so they are not classified as Essential.
Confidential Legal Citation
TCA 37-2-408
Does this Record Series Contain Sensitive Information?
Agency Retention
Until youngest child reaches age 18 of 7rs after case closure, whichever is longer
Records Center Retention Period
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11016 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency reviewed and concurs
RMD Director
RDA 11016 is a request to revise an RDA. The retention period will remain seven years and destroy. The format will remain paper. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11016.
Public Records Commission
PRC approves RDA 11016