An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2993
Effective Date
Record Series Abstract
Closed Child Protective Services (CPS)/Department of Children Services (DCS) Assessment Files (CPS), Family Support Services (FSS), Special Investigations Unit (SIU) and Family Crisis Intervention Program (FCIP) of Child Fatality, Child Sexual,Severe Physical, Physical, Medical, Emotional Abuse, Moral Abuse, and Neglect.Documentation of Investigation Activities, E.G., Interviews, Evaluations, etc.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The files are to be cut off at case closure and remain inactive until youngest alleged child victim (ACV) reaches age of 19 or 7 years from case closure, whichever is longer
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Disposition: The files are to be cut off at case closure and remain inactive until youngest alleged child victim (ACV) reaches age of 19 or 7 years from case closure, whichever is longer, then destroyed
Worksheet
Record Location
These records are located in all DCS field offices in secure file storage areas and in state records center
File Arrangement
ALPHABETICAL (LAST NAME, FIRST NAME)
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
1970 TO PRESENT
Agency
Allotment Code
359.1
Annual Accumulation
1,000CUFT
Current Volume
18,000CUFT
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Any state or federal agency that conducts child safety and child protective services investigations has a right to these records upon written request.
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 37-1-612
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1
Records Center Retention Period
18YRS
Retention Legal Citation
TCA 37-1-612, 28-1-106, COA RPM 6.02, CAPTA (42 USC 5106a) SEC. 107,
RDA Comments
Records Management Division (RMD)
03-14-2019
No recommended changes.
Tennessee State Library and Archives
03-15-2019
No recommended changes.
Comptroller Audit Review
03-18-2019
We have reviewed RDA 2993 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2019
Agency reviewed and concurs
RMD Director
04-17-2019
RDA 2993 is a request to revise an RDA. The retention period will change from eighteen years to 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 2993.
Public Records Commission
05-22-2019
PRC approves RDA 2993.