An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11347
Effective Date
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
11
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 by 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 DIDD Warehouse: 301 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Other - by region and chronologically by month and
Media Format Generated
Both
Date Range
1997 - current
Allotment Code
344.01
Annual Accumulation
2131 MB - electronic 255 CF - paper
Current Volume
131 GB - electronic 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
No
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Retention Legal Citation
TCA 10-7-504
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)
04-24-2019
No recommended changes.
Tennessee State Library and Archives
04-25-2019
No recommended changes.
Comptroller Audit Review
04-25-2019
We have reviewed RDA 11347 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-29-2019
Thank you!
RMD Director
04-30-2019
RDA 11347 is a request to create an RDA. The retention period will be eleven years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11347.
Public Records Commission
05-22-2019
PRC approves RDA 11347