An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11443
Effective Date
Record Series Abstract
Agency copy of external reports submitted to State and Federal agencies, consisting of data around program administration, customer demographics, customer case file information and expenditures data. This RDA covers external reports unless superseded by another specific RDA.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon submission of external report.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Agency records are destroyed by state approved methods at the end of five years.
Worksheet
Record Location
Records are located on state servers and computers.
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
2018 to Current
Agency
Allotment Code
34501
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Administration for Children and Families (ACF), Office of Child Care (ACF/OCC), USDA Food and Nutrition Service (FNS), Office of Child Support Enforcement (OCSE), Department of Health and Human Services (HHS), US Department of Education, Civil Rights Compliance Officer, TN Department of Finance and Administration, Division of State Audit, Office of Community Services, Office of Special Education and Rehabilitative Services (OSERS), Rehabilitation Services Administration (RSA), Tennessee Association of Community Action, Tennessee Governor's Office, Tennessee Human Rights Commission, Tennessee Board of Regents, TSU Extension Community Nutrition, U.S. Department of Housing and Urban Development (HUD), University of Tennessee Center for Business and Economic Research (CBER), University of Tennessee Extension Nutrition and Consumer Education (TNCEP).
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
Strategic Technology Solutions (STS) Enterprise Content Management Databases (ECM) and Eligibility Benefits Management System (EBMS)
Hardware Description
All hardware for maintaining the records series shall be maintained in Amazon Web Services (AWS) Cloud Datacenter in accordance with the current standards of TDHS and Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of TDHS and Strategic Technology Solutions (STS).The agency shall use File Types and Formats that are considered High Confidence by TDHS.
System Location
Department of Human Services uses Eligibility Benefits Management System (EBMS). The electronic records are kept on a Elastic Block Storage (EBS) Volume– a Cloud hosted disk device maintained at the Amazon Web Services (AWS) Cloud Datacenter and supported by Deloitte Cloud Infrastructure Managed Services Team
Backup Procedures
The backup procedures system shall be maintained in accordance with the current standards of TDHS and Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the TDHS and Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
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 11443 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-21-2023
No recommended changes.
RMD Director
08-31-2023
RDA 11443 is a request to create an RDA. The retention period will be five years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11443.
Public Records Commission
09-28-2023
PRC approves RDA 11443.