An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11440
Effective Date
Record Series Abstract
Record includes but is not limited to logbooks from cottages at Greene Valley Developmental Center and East Tennessee Homes, containing continuous logs of home operations throughout the shifts as well as pertinent information pertaining to persons supported.
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
Logbooks are stored and maintained in the community homes until filled. Once filled, they are kept in the office of the particular home for an additional month for reference. Afterwards, the logbooks are taken to and stored in a locked area in the East Tennessee Homes (ETH) office until the end of the retention period. Logbooks will be destroyed in accordance with state approved methods at the end of the retention period
Worksheet
Record Location
East Tennessee Homes Office
Greeneville Campus - Dogwood Cottage
4850 E. Andrew Johnson Hwy.
Greeneville, TN 37745
There are other locations that are being tracked by the agency.
Greeneville Campus - Dogwood Cottage
4850 E. Andrew Johnson Hwy.
Greeneville, TN 37745
There are other locations that are being tracked by the agency.
File Arrangement
Alpha
Media Format Generated
Paper
Media Format Generated Summary
Paper: Book
Media Format Stored
Paper
Media Format Stored Summary
Paper: Book
Date Range
2010 to current
Allotment Code
344.01
Annual Accumulation
3 CF
Current Volume
17 CF
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
The logbooks are always stored in the specific home for daily recording of home activities. The completed logbooks are kept at the home for another month for reference and then stored at the East Tennessee Homes office in a locked area until the end of the retention period. Afterwards, the logbooks are destroyed in accordance with state-approved methods.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
45 CFR Part 164 and T.C.A. 33-3-103
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
11 years after services terminate for the persons supported
Records Center Retention Period
N/A
Retention Legal Citation
T.C.A. 33-3-101(d) and 68-11-305(a)(2)
RDA Comments
Records Management Division (RMD)
03-16-2023
No recommended changes.
Tennessee State Library and Archives
03-21-2023
No recommended changes.
Comptroller Audit Review
03-21-2023
We have reviewed RDA 11440 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-21-2023
Thank you!
RMD Director
03-23-2023
RDA 11440 is a request to create an RDA. The retention period will be eleven years and then destroy. The format will be paper. Recommend approval of the request to create RDA 11440.
Public Records Commission
04-18-2023
PRC approves RDA 11440.