Core Data
RDA Number
11347
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records consist of but not limited to Protection from Harm investigator policy protocols and training records, investigative reports and supporting documentary, video and photographic evidence, investigations follow-up, Investigations Review Requests and supporting documentation, Abuse Registry Referral documentation, TennCare Billing and follow-up, Extensions and Exceptions to policy requirements, Employment and Community First (ECF) Audit and supporting documentation.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and maintained electronically and in paper format. Paper files are stored in locked file cabinets, secure storage rooms, and secure storage warehouse. Electronic files are stored on the N-Drive and SharePoint on the Protection From Harm site/page. Once retention period expires, records are destroyed in accordance with state approved methods.
Worksheet
Record Location
West Region: 11437 Milton Wilson Road, Arlington TN. Middle Region - 279D Stewarts Ferry Pike, Nashville, TN 37214 East Region - 4850 East Andrew Johnson Highway, Greeneville, TN 37743, Agency warehouse located at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Other - by region and chronologically by month
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1997 - current
Allotment Code
344.01
Annual Accumulation
2131 MB - electronic
255 CF - paper
255 CF - paper
Current Volume
131 GB - electronic
4590 CF - paper
4590 CF - paper
Record Value
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
N-Drive
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103
T.C.A. 52-3-103
HIPAA C.F.R. 45 Parts 160 & 164
T.C.A. 52-3-103
HIPAA C.F.R. 45 Parts 160 & 164
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
Shared File Servers
Hardware Description
Virtual Server housed in the State Data Center
Software Description
Windows Server 2012 R2
System Location
State Data Center
Backup Procedures
Data is replicated across data centers along with nightly backups to disk which is kept for 30 days, then written to the cloud storage tier for up to 7 years.
Disaster Recovery
Restore from appropriate backup is requested for one of file and folder situations: full DR procedures are maintained by State Data Center.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need fro migration, it could be done by STS database administrators.
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." Cut Off should also be at resolution of investigation instead of Calendar Year.
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 11347 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 11347 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 11347.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11347
