An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2984
Effective Date
Record Series Abstract
TO HELP DETERMINE IF A STATE IS IN COMPLIANCE WITH THE FEDERAL IV-E CHILD ELIGIBILITY REQUIREMENTS AND TO VALIDATE THE BASIS OF A STATE'S FINANCIAL CLAIMS TO ENSURE THAT APPROPRIATE PAYMENTS WERE MADE ON BEHALF OF ELIGIBLE HOMES AND INSTITUTIONS.CS-0460 INTENT TO ADOPT PLACEMENT AGREEMENT(PART 1) AND APPLICATION FOR ADOPTION ASSISTANCE(PART 2), AND CS-0674 SPECIAL OR EXTRAORDINARY BOARD RATE REQUEST AND THE ACCOMPANYING DOCUMENTATION(ADOPTION ASSISTANCE CASE FILE(RECORD) PER ADMIN. ETC.
Record Series Active
Yes
Cut Off at End of
Other
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
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Counsel of Accreditation requires that Department of Children Records maintain records until ACV reaches age of majority (age 18) or 7yrs after case closure, whichever is longer. Due to legal needs, records will be maintained until age 19. Any child receiving services from DCS can bring legal action up to 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.
Worksheet
Record Location
Statewide DCS offices
File Arrangement
Alpha
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
01/01/1996 - current
Agency
Allotment Code
359.1
Annual Accumulation
145 cu. ft.
Current Volume
2850 cu. ft.
Record Value
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Information may be shared with Federal Department of Health and Human Services as part of Medicaid audits
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
TCA 37-2-408
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1yr
Records Center Retention Period
18yr
Retention Legal Citation
TCA 37-2-408, US Code Title 42, COA 6.02, 45CFR Part 75.361
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 2984 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2019
Agency has reviewed and concurs
RMD Director
04-17-2019
RDA 2984 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 2984.
Public Records Commission
05-22-2019
PRC approves RDA 2984.