An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11391
Effective Date
Record Series Abstract
DCS Provider Quality Team files are created by the Provider Quality Team (PQT), Foster Home Quality Team (FHQT) and Community Services Quality Team (CSQT). These files are created based on concerns raised about residential facility providers, foster home providers, and community provider agencies. The files may contain meeting minutes, quarterly reports, Provider Performance Improvement Plans (PPIP), data tracking spreadsheets, provider summary report, provider site visit reports and phone conference meeting minutes, media requests, and email notifications.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The files will be cut off at the end of Calendar Year following the end of the DCS contract or the closure of the provider agency.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be stored in a shared directory under ei01sdcwf00001.net.ads.state.tn.us\Public\Quality Control\Provider and Foster Home Quality Team. Each of the three teams has a folder: Provider Quality Team (PQT), Foster Home Quality Team (FHQT) and Community Services Quality Team (CSQT). The files will be cut off at the end of Calendar Year following the end of the DCS contract or the closure of the provider agency, maintained 10 years, then destroyed by state approved means.
Worksheet
Record Location
Shared directory ei01sdcwf00001.net.ads.state.tn.us\Public\Quality Control\Provider and Foster Home Quality Team. PQT is comprised of 3 teams: Provider Quality Team (PQT), Foster Home Quality Team (FHQT) and Community Services Quality Team (CSQT) and each team has a folder under the directory with sub folders for each program
File Arrangement
Alphanumeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
July 2009 to Current
Agency
Allotment Code
359.10
Annual Accumulation
Average accumulation is 0.88 GB Annually
Current Volume
9.76 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
TCA 37-1-409, TCA 37-2-408, TCA 37-5-107, TCA 37-1-612, TCA 10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10
Records Center Retention Period
0
Retention Legal Citation
TCA 37-1-409, TCA 37-2-408, TCA 37-5-107, TCA 37-1-612, TCA 10-7-504, 42 U.S.C. 5106a
Electronic Records Plan Inventory
System Name
ei01sdcwf00001
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)
11-19-2020
No recommended changes.
Tennessee State Library and Archives
11-19-2020
No recommended changes
Comptroller Audit Review
11-24-2020
We have reviewed RDA 11391 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-11-2021
No changes recommended
RMD Director
04-12-2021
RDA 11391 is a request to create an RDA. The retention period will be ten years and destroy. The format will be electronic. Recommend approval of the request to create RDA 11391.
Public Records Commission
05-04-2021
PRC approves RDA 11391