An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11385
Effective Date
Record Series Abstract
Records are generated by Provider Monitor staff members. These records include documentation, reporting tools, emails and correspondence for custodial and non-custodial service providers that contract with the Department of Children's Services.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records are generated from various reporting tools and correspondence. The generated data is used to produce reports that are received electronically and maintained on a shared directory located at ei01sdcwf00001.net.ads.state.tn.us\Executive\Risk Management\Program Accountability Review. The paper records and received electronic reports are cut off at the end of the fiscal year, maintained for five years, then destroyed by state-approved methods.
Worksheet
Record Location
Paper files are stored in file cabinets within various DCS Offices. The bulk of the paper records are stored on the 7th Floor of the UBS Building located at 315 Deaderick Street Nashville, TN 37238.
Electronic records are stored in the STS managed shared directory ei01sdcwf00001.net.ads.state.tn.us\Executive\Risk Management\Program Accountability Review
Electronic records are stored in the STS managed shared directory ei01sdcwf00001.net.ads.state.tn.us\Executive\Risk Management\Program Accountability Review
File Arrangement
Alpha numeric
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
2010 to Current
Agency
Allotment Code
359.10
Annual Accumulation
1.2 GB Electronic
12 Cubic Feet
12 Cubic Feet
Current Volume
10.8 GB Electronic
120 Cubic Feet Paper
120 Cubic Feet Paper
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Vanderbilt University's REDCap System
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
0 Years
Retention Legal Citation
None
Electronic Records Plan Inventory
System Name
ei01sdcwf00001, REDCap 8
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
STS managed stored at Data Center North and Data Center South
Backup Procedures
STS Managed Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape).
Physical backup tapes sent off site to Iron Mountain Vault.
Physical backup tapes sent off site to Iron Mountain Vault.
Disaster Recovery
STS Managed Server Disaster Recovery plan with backup tapes previously sent to Iron Mountain.
Data Migration Description
STS Managed Server Migration Plan
RDA Comments
Records Management Division (RMD)
08-20-2020
No recommended changes.
Tennessee State Library and Archives
08-20-2020
No recommended changes.
Comptroller Audit Review
08-24-2020
We have reviewed RDA "Closed DCS Provider Monitor Files" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-24-2020
Agency has no further revisions
RMD Director
08-31-2020
RDA 11385 a request to create an RDA. The retention period will be five years and destroy and the format will be paper/electronic. Recommend approval of the request to create RDA 11385.
Public Records Commission
09-21-2020
PRC approves RDA 11385