State flag of Tennessee An official website of the Tennessee Secretary of State.

Closed Child Death/ Near Death Review Files

RDA Number
11404
Effective Date
Record Series Abstract
These files are created by Safety Analysts and Child Death Review Triage. Files may contain COPIES of the following information: abuse reports, medical records, autopsy reports, police reports, data analysis, meeting minutes, demographic data, case notes and final review summaries in relation to the death or near death of a child in the State of Tennessee. The records may also contain Quarterly and Annual Reports (Note: DCS Child Abuse Investigations concerning the death or near death of a child are maintained under RDA 11172 TFACTS)
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year following the publishing of the final report
Total Retention Years
7
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\Child Health\ Safety Analysis\Child Death Review. The files will be cut off at the end of Calendar Year following the publishing of the final report, maintained 7 years, then destroyed by state approved means.
Record Location
Shared directory under ei01sdcwf00001.net.ads.state.tn.us\Child Health\ Safety Analysis\Child Death Review. A copy of the final report is also stored under ei01sdcwf00001.net.ads.state.tn.us\Child Health\ Safety Analysis\Child Death Review\Commissioner Reports
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
2014 to Current
Allotment Code
359.10
Annual Accumulation
0.83GB Average
Current Volume
4.19GB
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 37-5-107, TCA 37-1-612, TCA 10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
7
Records Center Retention Period
0
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.
Disaster Recovery
STS Managed Server Disaster Recovery plan with backup tapes previously sent to Iron Mountain.
Data Migration Description
STS Managed Server Migration Plan
Records Management Division (RMD)
04-01-2021
No recommended changes.
Tennessee State Library and Archives
04-08-2021
No recommended changes.
Comptroller Audit Review
04-10-2021
We have reviewed RDA 11404 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-12-2021
No other changes are required
RMD Director
06-09-2021
RDA 11404 is a request to create an RDA. The retention period will be seven years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11404.
Public Records Commission
10-25-2021
PRC approves RDA 11404.